Signing Employment and Internal Documentation
Simplify document management in Human Resources
Digitise the signing of contracts, communications and HR documents with full legal validity.
Electronic signatures with full legal validity
Employment legislation allows all types of documentation related to the employer–employee relationship to be signed electronically, provided that the authenticity, integrity and preservation of the document are guaranteed.
Our solution is based on the European eIDAS standard, whose legal equivalence with regulatory frameworks outside the EU enables us to provide digital signature services with full legal validity for international projects. In a rapidly expanding market moving towards global standardisation, working with Docuten is a secure choice for both the present and the future.
OHS regulations require companies to inform, train and document preventive measures affecting employees. With Docuten, you can digitally sign risk assessments, PPE handover records, safety plans and preventive communications, ensuring traceability, regulatory compliance and legal evidence in the event of any inspection.
Key benefits
Legally valid digital signatures
Compliant with the eIDAS Regulation and the Worker’s Statute.
Paperless, no physical archiving, no delays
Eliminate printing, scanning and in-person administrative processes.
Cost savings
Remove shipping, printing and material costs associated with traditional document signing.
Traceability and control
See the status of each document, who has signed it and when.
Certified legal security
We are a Qualified Trust Service Provider (QTSP), guaranteeing maximum legal reliability.
Remote signing from any device
Employees can sign from their mobile phone or directly from their email.
Reduced processing times
Contracts, renewals, addenda and internal communications signed in minutes.
Integration with your HR systems
Compatible with your management tools via API.
Most common uses cases
If you are part of the Human Resources or Occupational Health and Safety departments, you can sign all types of documentation using our digital signature solution:
- Occupational risk assessment reports
- Employment documentation for geographically dispersed teams
- PPE delivery using editable templates
- Withholding tax certificates
- Employment documentation in companies with high staff turnover
- Mass signing of Model 145
- Waiver or acceptance documents for recognition processes
- Training attendance records
- GDPR- related documents
Digital signatures adapted to HR and internal processes
HR departments typically manage different types of documentation, contexts and security levels. That is why, at Docuten, we use the most common and effective electronic signature methods in employment environments, all of them legally valid under the eIDAS Regulation.
Most commonly used signature methods in HR processes
Used in on-site onboarding or in-office signing. It captures a handwritten signature on a table or mobile device along with biometric data (speed, pressure, direction), ensuring authenticity and integrity.
The most widely used option for remote signing: the signer verifies their identity using a code sent by SMS or email and signs the document quickly, easily and with full legal validity.
Applied to internal workflows that do not require manual interaction, such as company policy delivery, acknowledgements of receipt or recurring communications. It is triggered automatically based on predefined conditions, with full traceability.
Docuten integrates Chave Móvel Digital as a qualified electronic signature, thanks to its accreditation by ARTE. A secure solution with legal validity across Europe, now available to streamline digital signing in Portugal.
Do you need the highest legal level?
For processes with more demanding legal requirements, such as senior management agreements or commercial contracts, Docuten also offers qualified signatures, using digital certificates issued in the name of the signer and with legal validity equivalent to a handwritten signature.
Integrate Docuten with your systems and applications
At Docuten, we provide our own APIs that allow customers to connect our services with any software: ERP, CRM, TMS, document management platforms and more.
We also offer dedicated connectors for MS Dynamics, SAP and SAGE.
Large companies already rely on Docuten to comply with the law and increase efficiency
Organisations from different sectors have already digitised their invoicing processes with Docuten, automating invoice issuance, complying with regulations and gaining operational efficiency.
Grupo Fuertes already trusts Docuten for the digital signing of all its internal documentation.
We were clear about it. We needed a digital document signing solution that would allow us not only to be more efficient, effective, and secure, but also to eliminate paper and improve our sustainability impact.
