Integrate Electronic Signature Software

Don’t wait around for your executive team to come into the office to get things done. In today’s remote working age, you may be lucky to get face-to-face time with important decision-makers and approvers within your organization. By adopting an electronic signature process, you eliminate the struggles of getting paperwork physically signed with a pen and paper by your organization’s leaders. By integrating digital signing, you make both their lives and yours easier. Not only does an electronic signing process save time and hassle, but it also helps you keep all your documents and signatures logically organized. By integrating electronic signature software onto the PeopleSpheres platform, you can sign your documents with ease of mind.

Electronic signature software

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Electronic signature tools to integrate with PeopleSpheres, so you don't have to waste time manually signing your documents.

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Document-signing optimization

By using esignature, you will no longer need printing and you can rely on the digitalization of your documents.

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Time savings

Do not waste any more time by requiring a physical signature of approvers by getting documents signed by the requested person on a secure digital platform.

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Cost reduction

By administrating digital signatures, you take a further step in going paperless and limiting your printing. This will reduce your internal expenses related to administration and ecological footprint.

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Easy sorting and archiving

Once the online document is signed, it saves itself in a digital file where it is easily accessible. Your document management will be centralized on one platform, where you can easily sort and archive.

Simplify the signing of your documents

Dematerialize and simplify the process of getting documents to be signed by integrating electronic signature software with PeopleSpheres. The electronic signature means you no longer need to print paper documents, which will save you both time and money. The software guarantees user authentication of the sender and recipient to ensure the highest security standards.

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Protect your electronic records

The electronic signature software provides a secure signing process that ensures that the signature is valid, every time. The software enables the sender to send all types of digital documents, from contracts to pay stubs. The signatory then receives signature codes that will allow him to confirm his authenticity and the security of the documents. After the documents have been electronically signed, they are automatically stored in your digital safe. The electronic signature that we propose respects and satisfies the constraints imposed by the law of March 13, 2000 regarding the identification of the signatory and usage under the exclusive control of the signatory.

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Manage electronic signature workflows easily

Simplify signature workflow management with PeopleSpheres. Give the initiator the possibility to determine who should sign the document and in what order by putting a signature cycle in place. Seamlessly add deadlines for each step in the signing process, where the signatories will receive automatic reminders as notifications. By integrating electronic signature software into the HR platform, you simplify the creation of electronic signature workflows.

workflow creation with electronic signature

Keep the value of a paper signature

Once the digital document has been signed by all the signatories, it is automatically stored in the digital safe of the parties involved. The document thus becomes the original electronic contract, like the paper copies signed by all parties. PeopleSpheres also creates the required documentary proof that is necessary for the dematerialized document to have the same legal value as a hard copy.

keep the value of paper signature

Save time with digitally signed documents

Don’t waste time printing paper documents and running after your employees with a piece of paper. PeopleSpheres integrates electronic signature software that allows you to save your electronic document to be signed as a PDF document and create the different steps of the electronic signature yourself. By using digital signature solutions, your employees no longer have to come to your office to sign a document. They can simply sign it online according to the defined validation process in the HR platform.

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Electronic Signature Software Buyer's Guide

What is electronic signature software?

Electronic signature software is a digital tool that allows users to sign documents electronically, eliminating the need for physical paperwork. It’s a secure and legally binding method of signing and storing documents, offering efficiency and convenience in various HR processes such as onboarding, staffing, etc.  

The software enhances authenticity and integrity as it embeds the signature within a document, making it difficult to alter or tamper with. It’s widely utilized in industries such as real estate, finance, legal, and healthcare, where streamlined document workflows are crucial.

The benefits of electronic signature software

Increased Efficiency

The use of electronic signature software results in a significant increase in efficiency. Traditional document signing processes often involve printing, scanning, mailing, or delivering documents by hand.

Electronic signature software eliminates these steps, allowing documents to be sent, signed, and returned in a matter of minutes. Moreover, it simplifies the task of tracking and managing signed documents, as they can be stored digitally and easily retrieved when required.

Enhanced Document Security

When it comes to the security of your sensitive documents, electronic signature software offers advantages that traditional methods cannot match. By creating unique encrypted signatures for each user, it adds a layer of security that helps prevent unauthorized access and forgery.

Each electronic signature is embedded within the document, making any alterations readily noticeable. Additionally, each signed document is backed by a detailed audit trail, providing information about who signed it, when it was signed, and from which device, further strengthening its legal validity.

Cost Savings

The implementation of electronic signature software can also lead to significant cost savings. Without the need for paper, ink, printers, and postage costs associated with traditional document signing processes, businesses can save substantial amounts of money.

Furthermore, by reducing the time spent managing documents, employees can focus more on their core responsibilities, leading to increased productivity and efficiency.

Key components of an electronic signature software

Signature Creation and Placement

Electronic signature software provides a robust and user-friendly interface for creating and placing electronic signatures. Users can either draw their signature using a mouse or a touchpad, or select from a range of predefined signature styles. This signature can then be securely saved for future use.

Placement is as simple as clicking on the spot where the signature should appear. This ease of signature creation and placement makes e-signature software a convenient tool for businesses of all sizes.

Document Templates and Customization

Electronic signature software often includes a variety of document templates, streamlining the process of creating standard forms or contracts.

Users can also customize these templates to match their brand style, adding logos, personalized text, and specific fields where signatures or initials are required. This customization ability ensures that the documents remain professional and consistent with your brand’s identity.

Workflow Automation

One of the significant benefits of electronic signature software is its potential for workflow automation. The software can automatically send out documents for signature, track the progress of these documents, and send reminders to those who have not yet signed.

Once all signatures have been collected, the software can then store the document securely and notify the relevant parties. This automated workflow eliminates the need for manual tracking, resulting in considerable time savings.

Integration with Document Management Systems

The ability to integrate with existing document management systems is another crucial feature of electronic signature software. This means you can directly pull documents from your storage systems, have them signed, and then save them back into the system without the need for any manual transfers.

This seamless integration can significantly simplify your document signing process, reduce errors, and enhance the efficiency of your operations.

How much does electronic signature software cost?

Pricing Models 

There are generally three pricing models prevalent in the electronic signature software market – freemium, subscription-based, and pay-per-use.  

  1. Freemium: Some providers offer a basic version of their software for free, with the option to pay for additional features or capacity. This model is ideal for individuals or businesses with infrequent signing needs. 
  2. Subscription-Based: Most electronic signature software providers use a subscription-based pricing model, typically on a per user per month basis. This model usually includes access to a broader range of features and allows for a higher volume of document transactions. 
  3. Pay-Per-Use: Some providers charge on a per-document basis. This model can be cost-effective for businesses with variable signing needs. However, it may not be the best fit for those who require regular use of the software. 

Cost Factors 

  • Number of Users: The cost often scales with the number of users. More users typically mean a higher price. 
  • Volume of Transactions: The pricing may depend on the number of documents you need to sign or send for signature each month. 
  • Level of Service: Higher-tier plans often include features like multi-user collaboration, advanced customization, and premium customer support, increasing the cost. 

How to choose the best electronic signature software

Assessing Your Organization’s Needs

When choosing the best electronic signature software, understanding your organizations’ needs is paramount. Evaluate your current document signing process and identify areas where improvements are needed.

Consider the volume of documents your business handles and the number of users who will use the software. Assess whether your organization requires advanced features like workflow automation, multi-user collaboration, or customized templates. Remember, the goal is to select software that can streamline your operations, enhance security, and improve efficiency.

Integration with Existing Software

The electronic signature software you select should seamlessly integrate with your existing software systems. Integration with your document management or CRM systems can greatly streamline your workflow, allowing you to pull, sign, and store documents without manual transfers.

Before making a decision, ensure the software is compatible with your existing infrastructure and can be easily incorporated into your daily operations without causing disruption.

User-Friendly Interface

An intuitive, user-friendly interface is equally important when choosing electronic signature software. The software should be easy to navigate, making the process of creating, sending, signing, and storing documents effortless.

Look for a solution that allows users to quickly draw or select a signature and place it with a simple click. A steep learning curve can lead to a slow adoption rate, undermining the efficiency benefits of the software. So, prioritize ease of use along with functionality during your selection process.

Emerging trends in electronic signature software

Mobile Signature Solutions

In the era of smartphones and tablets, mobile signature solutions are gaining significant traction. These solutions enable users to sign documents directly from their mobile devices, providing flexibility and convenience like never before.

With a mobile-first approach, electronic signature software is evolving beyond the constraints of desktop environments. Businesses can seamlessly execute contracts, agreements, or other documentation processes on-the-go, ensuring uninterrupted workflows regardless of location.

This trend towards mobile signature solutions is expected to continue as organizations increasingly adopt remote work and mobile business strategies.

Blockchain-Based Digital Signatures

Another emerging trend is the application of blockchain technology in electronic signature software. Blockchain, known for its enhanced security and transparency, provides a decentralized platform to securely store and verify digital signatures. The immutability of blockchain ensures that once a document is signed, the signature cannot be modified or tampered with.

Furthermore, the traceability of actions in a blockchain network establishes a transparent and verifiable audit trail. Thus, blockchain-based digital signatures offer unparalleled levels of security and trust, making them an attractive option for industries dealing with sensitive information.

Advanced Authentication Methods

As cyber threats continue to evolve, the need for advanced authentication methods in electronic signature software has become paramount. In response, vendors are incorporating features like biometric authentication, two-factor authentication, and digital certificates to add an extra layer of security.

Biometric authentication, such as fingerprint or facial recognition, provides a unique identification method that is hard to replicate, while two-factor authentication requires users to verify their identity in two separate ways before accessing the system.

These advanced authentication methods not only enhance the security of the electronic signature process but also contribute to a smooth and efficient user experience. As businesses prioritize data security, the implementation of advanced authentication methods in electronic signature software is anticipated to grow.

Why choose an electronic signature tool through PeopleSpheres?

Choosing an electronic signature tool through PeopleSpheres offers manifold advantages that streamline your HR processes and enhance operational efficiency. Here’s why you should consider us for your electronic signature needs: 

  • Single Point of Contact: We provide a dedicated account manager for all communication with our partners, covering implementation, support, and more. This ensures a consistent and efficient communication channel, saving you from the hassle of dealing with multiple contacts. 
  • Unified Contract: With PeopleSpheres, you only need one contract for your entire HR ecosystem. This simplifies the contractual process and reduces administrative overheads. 
  • One Global Invoice: We consolidate all your usage into a single, global invoice. This makes for easy tracking and better financial management. 
  • Single Interface Access: Our platform provides a single interface with a unique username and password, eliminating the need for multiple logins and delivering a seamless user experience. 
  • Guaranteed Integration Maintenance: We ensure the smooth functioning of all integrated systems, relieving you of the burden of maintenance. 
  • Competitive Pricing: With PeopleSpheres, the cost of the electronic signature tool is identical to the price offered by our partner. We add no additional costs, ensuring value for your money. 

In short, choosing PeopleSpheres for your electronic signature needs equates to choosing simplicity, efficiency, and value. 

Ready to integrate electronic signature software?

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