This article will cover how your organization can utilize our e-signature feature to upload and execute contracts and other legal documents through the TalentDesk platform - including freelancer signatures and countersignatures.
Prefer to watch a video? Please see our video explaining how to use our E-Sign feature:
To enable the e-signature feature please reach out to your TalentDesk Customer Success Manager. There will be a small fee per signature which your CSM will discuss with you.
Once the feature is enabled on your account, you can create a contract template by following the below steps:
- Go to Legal > Contract Templates
- Click 'Create contract template'
Complete all of the required fields which include:
- Title - name of the contract template
- Description - a brief description of what the document is/for
- Version - which version of this contract is the template
- Contract Terms - Definite or Indefinite
- Definite - you'll be asked to enter the contract effective date and contract template end date
- Indefinite - you'll be asked to only enter the contract effective date
- You'll then be asked to enter renewal details. If the contract is renewable, please select 'Yes'.
- You'll then be asked to choose whether the renewal type is 'Manual' or 'Evergreen'.
- For 'Manual' you'll be asked to enter the Renewal notice period and a Renewal expiration reminder.
- For 'Evergreen' you'll be asked to enter the Renewal term only. Evergreen is another word for 'Auto-renewal'.
Once you're happy with the information you've added and your selections please click 'Next'.
- You'll then be asked how you would like to execute this contract. For E-Signature please select the second option as shown below. (The 'Checkbox' option does not offer e-signature, recipients confirm their agreements by enabling a check box and typing their name).
- If the contract needs to be countersigned by someone in your organization please select 'Yes' under 'Contract countersigning'. You can choose up to 2 countersignatures. Managers will select the countersignatories when they are inviting provider to the platform.
- If you do not require countersigning then please select 'No'
- Click 'Select'.
- Please then upload an attachment of your contract template and click 'Upload'.
- You will then be taken to our E-sign file edit page which is an integration with our E-sign partner SignNow.
- Here you can use the sidebare tools to add editable fields that you require both the provider and the countersigner to complete.
- Simply click on the fields you want them to complete e.g. text fields, signature fields, time and date fields etc.
- Scroll through the document and make sure you add a field to any area of the contract you want your provider or countersigner to complete.
- You will be able to select which fields should be answered by whom by selecting who the recipient is on the sidebar. The colors of the fields will also be unique to each recipient.
- Once you have added all of the relevant fields click on 'Save and Close'.
- You'll then be asked if you want to publish the contract template or save it as a draft. If you click 'Publish' this contract template will be available for any managers in your organization to send top providers when inviting them to TalentDesk.
- Once your article is published it will appear in the list of contracts you can send a provider when inviting them to the platform.
- Very little changes from a manager's perspective when inviting a provider to the platform using E-sign.
- As usual, go to Teams > Providers > Invite Providers
- Enter the email address(es) of those you would like to invite
- Select whether they're a 'contractor' or an 'employee'
- Choose whether you would like to attach an onboarding form for the provider to complete during sign-up
- The only difference is that you will need to select which legal document you want the provider to e-sign as shown below:
- Click on 'Invite providers'
- You'll then be asked to enter the email address of the person you would like to countersign the document if you select countersigning when setting up this contract template.
- Finally, click on 'Invite providers' again and that is all that is needed from you.
- This will trigger an email notification to go out to the provider asking them to 'Accept' and sign up to TalentDesk.
- From the provider's perspective, the only difference is that there will be one extra step in the onboarding process where they will need to e-sign the contract you attached to their invitation. Please watch the below video to to see the e-signing process from the provider's perspective: