Available for the following plans: Global (All Regions)
Available for the following editors: New Document Template Editor (Tiptap)
Available for the following User Access levels: Admin
Standard document workflows typically support a single authorised signature from the employer and one from the employee. However, complex business agreements or legal deeds often require multiple internal stakeholders to review and sign off before a document is finalised. By using the Multiple Sending Signatories feature, you can ensure compliance by requiring up to three internal parties to sign a contract sequentially before it reaches the employee.
This article will show you how to manage the following:
- Configure multiple signatories in a document template
- Finalise signatories when issuing a document
- Understand the sequential signing workflow
- Track the status of assigned signatories
Configure multiple signatories in a document template
When you create a new document template using the Tiptap editor, you can determine exactly how many internal stakeholders must sign the document. The system will provide specific data variables based on the number of signatories you select.
- Log in to Employment Hero.
- Navigate to the Document Template Editor.
- Select a signature flow that involves a Sender (e.g., Sender only or Sender then Recipient).
- Choose to assign up to three sending signatories.
- Use the Variable library to place signature fields, names, and job titles for Primary, Secondary, and Tertiary senders within the document body.
- Save your template.
Helpful Hint
If you edit a template later to change the number of signatories, any documents already issued from previous versions will maintain their original signatory count.
Finalise signatories when issuing a document
When issuing a document based on a multi-signature template, you must designate the specific individuals who will sign. These signatories are required to sign in the exact order they are selected.
- Begin issuing a document to an employee using your standard flow.
- Proceed to the Review Document step.
- Locate the Finalise step.
- Use the drop-down selectors to choose the relevant number of internal signatories as determined by the template.
- Ensure the Primary Sending Signatory selected has the necessary sending authority, as standard authorisation logic still applies to this first role.
- Review and issue the document.
Helpful Hint
As long as the document remains in a Draft state, you can continue to update the nominated sending signatories. The order becomes static once the document is officially sent out.
Understand the sequential signing workflow
The platform uses a static sequential order to ensure documents are reviewed correctly:
- Sequential Access: Each internal signatory only gains access to the document when it is their turn to sign. The next person in the chain cannot view or action the document until the previous signatory has finished.
- Automatic Notifications: Signatories receive an email notification and a task on their To Do list when their signature is required.
- Employee Delivery: The employee (recipient) will not receive the document until all internal sending signatories have completed their signatures.
- Limited Access: Sending signatories do not maintain ongoing access to the documents they have signed unless determined by their general HR Document permissions.
Track the status of assigned signatories
You can maintain full visibility over the signing process through the document's history and status views:
- Assignee Status Table: View a table in the expanded document view to see the real-time status of each person in the signing chain.
- Document History: The system captures the time and place of each signature, as well as dispatch details for up to three signatories.
- Reminders: The Remind function will specifically notify the individual signatory whose action is currently outstanding.