HR professionals are no strangers to the world of endless paperwork. From compiling onboarding documents and getting them signed to storing them securely, juggling manual processes on a daily basis can be taxing. Plus, with manual paperwork comes concerns of trust and increased room for error.
Enter Zoho Sign, the complete digital signature solution designed to help all digital-first businesses automate their workflows. Zoho Sign promotes minimal manual intervention, reduces the possibility of human error, and increases overall document turnaround time.
What is HR contract lifecycle management?
HR contract lifecycle management (CLM) refers to the streamlined operation and handling of HR paperwork, including drafting, negotiating, approving, and executing. Since HR acts as the bridge between the employer and the employee, the process often involves negotiating or renegotiating terms and collecting signatures from the involved parties.
A digital signature solution like Zoho Sign enables you to create, send, sign, manage, and track all documents electronically, digitizing your workflow for a seamless contract management experience.
What does HR contract lifecycle management look like?
Here's what paperwork generally looks like in the HR vertical:
- The HR team drafts various documents.
- The HR team converts commonly used documents into templates.
- An executive sends the documents to the employee.
- The employee signs the document and sends it back.
- The signed documents are securely stored.
Challenges in manual HR contract management
The paperwork process can get tiring quickly—not to mention the additional tasks of verifying candidate identities, tracking document status, and storing documents safely. Along with these actions come risks of security, privacy, and storage issues. Some common issues with manual HR contract management are:
Untraceable documents
It's easy to lose track of documents and progress with manual paperwork. Without automation, documents can be misplaced, get stuck with another department, or even go missing within your own department. A comprehensive digital signature solution like Zoho Sign provides a filtered view of all the documents sent and received, making progress tracking a stress-free task.
Messy workflows
With scattered paperwork, workflows tend to become disjointed and require constant manual intervention to move the process forward. Here's where Zoho Sign comes in. All you need to do is upload the document and set a simple signature workflow with recipient roles and actions—Zoho Sign does the rest of the work for you. This minimizes the need for human intervention, ensuring a seamless workflow.
Lack of security and trust
Digital-first businesses shouldn't have to worry about signer authenticity and document validity. Highly confidential documents that require extra security are vulnerable with manual workflows. Digital signatures help uniquely link signers' identities to their signatures, ensuring complete security and trust.
Repetitive paperwork
Without digitization, handling repetitive paperwork for multiple employees and candidates—including drafting, revising, tracking, and sending—can be time-consuming. This diverts valuable time and attention from more critical tasks.
Slow turnaround time
Without automation, tasks like sending constant reminders to recipients require manual intervention, increasing the overall document turnaround time. Collaboration with other teams adds even more delays, as there are more hoops to jump through to reach the intended recipient.
Storage, management, and tracking issues
Storing manual paperwork is tricky. It's hard to ensure complete security and privacy of numerous documents, especially when HR representatives send and receive files from multiple candidates on a daily basis. With Zoho Sign, all your documents and activity logs are saved to the cloud.
Here's how Zoho Sign boosts your HR CLM
Real-time tracking
Zoho Sign allows you to track document progress at every stage of the workflow, so you can see if the document has been emailed, viewed, or signed. A digital signature certificate that contains all the details of the signing process is attached to every signed document, ensuring tamper-free signatures.
Faster turnaround time
Automated workflows with Zoho Sign involve features like automatic reminders that ensure uninterrupted progress. Zoho Sign also allows for quick sending and signing, improving efficiency and speeding up the overall document turnaround time.
Integration and collaboration
Zoho Sign integrates seamlessly with apps from Zoho, Google, Microsoft, and other major providers. This makes it easy to collect data from other sources and send documents to multiple departments for real-time collaboration.
Compliance and legality
Zoho Sign offers all three levels of electronic signature defined by the eIDAS and is compliant with multiple electronic and digital signature regulations across the globe, making signed documents legally valid in the court of law.
Work anywhere, anytime
Zoho Sign is available across all your devices with apps for desktop (Windows and macOS) and mobile (Android and iOS). Don't worry about retrieving data every time you log in—Zoho Sign is cloud-synced, allowing you to sign anywhere, at any time, from any device. Send documents for signature on the go with Zoho Sign.
Reusable templates
With multiple documents and subsequent workflows, the process of creating documents can get cumbersome. Zoho Sign's reusable template feature helps you create workflows, and the "Quick send" feature enables you to send documents for signing in just a few clicks.
Data security and privacy
Zoho Sign aims to meet the highest standards of security by complying with data privacy and regulation laws. It has numerous local data centers and continues to build more across the globe to keep all your confidential information safe.
Commonly used HR contracts
- Offer letters
- Company policies
- Employment contracts
- Transfer letters
- Onboarding documents
- Request-related documents
- Non-disclosure agreements
Zoho Sign integrates with popular HR apps to boost your productivity
Onboard employees efficiently by creating templates for frequently used documents and sending them for signature with Zoho Sign.
Send and collect signatures from candidates, and track and manage offer letters with Zoho Sign's integration with Zoho Recruit.
Collect digital signatures on job sheets, offer letters, and other relevant documents from temporary workers and contacts in Workerly.
Hear from our customers and see how Zoho Sign can boost your HR CLM!
FAQs
Yes! Sign up for Zoho Sign and get a 14-day free trial. After the trial, you can upgrade to the Standard, Professional, or Enterprise plan, or you can access the free plan without any worries of losing your data.
Yes, Zoho Sign allows you to create templates on the Professional and Enterprise plans. Learn more about Zoho Sign's pricing plans
Yes, Zoho Sign can be integrated with multiple popular HR apps. Further, if you have specific requirements, you can create custom integrations using our APIs, webhooks, and other software development kits.
Send us an email at support@zohosign.com with any questions or for an app demo, and our dedicated support team will quickly assist you.
Yes, Zoho Contracts is our contract lifecycle management software designed to support your business through every step of the contract process—from creation to execution and end-to-end management. Zoho Contracts also allows you to sign contracts using digital signatures powered by Zoho Sign.
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