The template type you select determines which users can sign the documents you send out.

The template types and the signatories they apply to are shown in the table below.

Template type	Signatory type
HR documents	Single signatory (meaning only the sender)
Employee contracts	Dual signatories (the sender, then the recipient)
Contractor contracts	Dual signatories (the sender, then the recipient)
Other HR documents	Dual signatories (the sender, then the recipient)
Policies	Non-applicable: no signature required Note: Policy documents are manageable in the Policy feature.
Knowledge base	Non-applicable: no signature required
Factsheets	Non-applicable: no signature required

When creating a template using the basic editor, your organisation can upload a PDF document to Employment Hero.

While you cannot clone any existing content to use as a base template, you can use our 'Dynamic fields' and 'Employee fields' to add individualised, auto-filled data points to your downloaded PDF.

This ensures both you and the authorised signatory have a streamlined process that requires limited data entry.

To explain the process in more detail, below are more specific explanations of dynamic fields, employee fields, and the authorising signatory and its associated feature on Employment Hero.

Dynamic fields allow you to add a dropdown field, as well as 'Text' and 'Data' fields so that you can tailor what information you would like these fields to contain in your PDF.

For example, the 'Text' field can be used to specify if an employee is fully remote or in a hybrid role, and the 'Data' field can be used to specify the date from which a contract will take effect.

Employee fields allow your PDF to include individualised, employee-specific data (e.g. a staff member's address) that does not have to be entered manually.

This is because Employment Hero pulls data from each employee's personnel file and automatically fills the PDF accordingly. This ensures a streamlined process with reduced data entry before the PDF has to be sent to the relevant staff members.

An authorised 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, ensuring the information is correct, signing the document, and ultimately sending it onto the intended recipient.

Employment Hero's Authorising Signatory feature lets you assign the role of authorising signatory to various members of your organisation. The platform also allows you to assign employees with sending authority. This means that these employees can sign contracts on behalf of the authorising signatory.

More information on the Authorising Signatory feature is available at this article.

1. In the Sending Authority drop-down, select the required employee.
2. Complete the rest of the contract as normal.
   
3. The assigned sending authority will now receive an email from no-reply@employmenthero.com called Document requires your signature.
   
   

   Helpful Hint

   Now that you have assigned the sending authority now assigned, the next steps show what that assigned sending authority needs to do for you to obtain them.

4. In the Document requires your signature email, the assigned sending authority clicks the email's here button to take them to the contract.
5. The assigned sending authority reviews the contract and has approval granted.
   
6. The assigned sending authority signs the contract in the Signature field.
   
   

   Helpful Hint

   The assigned sending authority can click the Upload button to import their existing signature pad. The recommended size for your upload is 300 by 100 pixels.

7. The sending authority clicks the Sign and Accept button.