Managing your organisations authorising signatory | HR Web Platform

Overview

An authorising signatory is the person who has the right to sign off on employee contracts and HR documents within your organisation. This person is the one responsible for reviewing the content, is correct, signing the document and then sending this onto the intended recipient.

The Authorising Signatory feature allows you to nominate this role within your organisation and then have them input their signature into the HR platform. The platform also allows you to assign employees with sending authority; i.e. these employees can sign contracts on behalf of the authorising signatory.

Important

Only one user can store their digital signature within the HR platform.

Availability

HR Plan:   Premium   Platinum
  User Access:   Employee         Manager         Admin      

  This is the default access level per user and whether they have  view,  edit and  delete access, excluding any changes made via our Custom Security feature.

Getting started

It is important that you select employees with a high level of trust in your company to be the authorising signatories for your organisation.

Setup authorising signatory
  1. Click the   Settings menu.
  2. Click the Authorising Signatory submenu.
  3. Select an employee from the Authorising Signatory field.
  4. Click the Save button.
    screenshot of assign authorising signatory page. there is a field for choosing name of signatory, and options to create new employee, cancel or save
  5. Complete the following fields:
    • Create your e-signature.

    Helpful Hint

    You will also receive an email prompting you to create these details.

    • Sending Authority.

    Helpful Hint

    The field relates to who else can send documents on the authorising signatory's behalf.

    Important

    You can click the Upload button to import your existing signature pad. The recommended size for your upload is 300 x 100 pixels.

  6. Click the Save button. 2. Screenshot of authorising signatory setup. There is a box for creating your e-signature or options to upload a file, choose the sending authority, cancel or save.

Maintain

There are various reasons your authorising signatory might need changing or the list of sending authorities added to and you can do this any time via the General Settings module.

Change authorising signatory

Warning

When you edit and then save a new authorising signatory, the platform will remove your previously stored signatory.

  1. Click the   Settings menu.
  2. Click the Authorising Signatory submenu.
  3. Select an employee from the Authorising Signatory field. screenshot of assign authorising signatory page. there is a field for choosing name of signatory, and options to create new employee, cancel or save
  4. Click the Save button.
  5. Complete the following fields:
    • Create your e-signature.

    Helpful Hint

    You will also receive an email prompting you to create these details.

    • Sending Authority.

    Helpful Hint

    The field relates to who else can send documents on the authorising signatory's behalf.

    Important

    You can click the Upload button to import your existing signature pad. The recommended size for your upload is 300 x 100 pixels.

  6. Click the Save button. 2. Screenshot of authorising signatory setup. There is a box for creating your e-signature or options to upload a file, choose the sending authority, cancel or save.

Author recommended

So you know how to assign and change the authorising signatory, and you are now wondering, what next can I do. There are two recommendations I would make on this front and they are:

  • HR platform: My assigned and uploaded documents This feature allows you to view contracts and documents assigned to you and agree to the contents by either using the electronic signature pad or uploading an image of your signature.
  • HR platform: My company policiesThis feature allows you to view and acknowledge your assigned policies and procedures. You can also use this feature to view your previously acknowledged policies and print a hard copy out for your records if needed.
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