Document Signing
Documents are sent and signed digitally from the employee portal, with a record of who signed, which document and when.
Handing over a notice and being able to prove it was handed over are not the same thing. A payslip emailed, a policy pinned to a board or a protocol handed out in person cover the easy part; the hard part is proving months later that this specific person received and read it.
It works for payslips, internal notices, policies, protocols, PPE issues and any document the company needs to evidence. The flow replaces print-chase-scan, which in any case always leaves two or three people unsigned and nobody knows which.
For a shift-based workforce or one spread across sites, the difference is bigger: there is no waiting for each person to pass through the office to close a document handover.
Handing over and proving it
Handing something over is not the same as proving you did
A payslip emailed, a policy pinned to the board or a protocol handed out in person cover the easy part. The hard part arrives months later, when you have to evidence that this specific person received it, and the only proof is somebody remembering they gave it to them.
Digital signature solves exactly that: the document is sent, the person signs it from their portal and it is filed with a record of who signed, which document and when.
It works for payslips, internal notices, policies, protocols, PPE issues and any document the company may need to evidence later.
The cycle it replaces
Print, chase, scan
That is the usual cycle, and it has a structural flaw: there are always two or three people who have not signed and nobody knows which until the papers are counted. If the workforce also works shifts or is spread across sites, closing a document handover can take weeks.
With digital signature, status is a query: who has signed, who has not and how long it has been pending. Reminding whoever is missing no longer requires somebody keeping count by hand.
And there is no waiting for each person to pass through the office. Somebody on site signs from their phone the same day it is sent, which is while the document is still relevant to them.
Where it ends up
Filed in the record of whoever signed it
The signed document does not end up in an inbox or a folder: it goes into that person's file, inside the document manager, with its type, its date and its permissions.
That means the day it has to be produced (an inspection, a complaint, a court case) it is found from the employee's record in seconds, alongside the rest of their documentation: contract, training, medical check-ups and PPE issues.
It is the difference between having the document and having it findable. In practice, a file you cannot locate when you need it is the same as not having it.
Clearing things up
Frequently asked questions
Answers to what we get asked most.
What is recorded for each signature?
Who signed, which document and when. That record is the difference between handing over a notice and being able to prove months later that this specific person received it.
Which documents does it cover?
Payslips, internal notices, policies, protocols, PPE issues and any document the company may need to evidence later at an inspection, in a complaint or in court.
How do I know who has not signed?
Status is a query: who has signed, who has not and how long it has been pending. With the print-chase-scan cycle there are always two or three people who have not signed and nobody knows which until the papers are counted.
Does it work for staff who never visit the office?
That is where it shows most. Somebody on shifts or on site signs from their phone the same day it is sent, without waiting to visit the office, which is what stops a document handover taking weeks to close.
Compliance and documents
An anonymous whistleblowing channel, a harassment protocol, coordination with your contractors, a document manager with expiry alerts, document signing and a visitor log.
Whistleblowing Portal
An internal reporting channel with its own address, where anyone can report without giving their name and then follow the case with a reference and a PIN.
View moduleWorkplace Harassment Protocol
A structured, numbered case file for harassment reports, with the reporter's signature, submitted files stored separately and access restricted to administration.
View moduleCAE · Activity Coordination
Each contractor uploads their documentation to their own space (the company's, that of every worker who will access the site, machinery and vehicles) and the system tracks expiry dates and validations.
View moduleAnti-Fraud Law
Relevant operations are kept in a tamper-evident history with integrity sealing: who did what and when, with no way to change it afterwards.
View moduleDocument Manager
Company documentation classified by type and attached to what it belongs to (an employee, a customer, a vehicle, a site) with its expiry date, alerts and permissions.
View moduleVisitor Log
A digital record of who enters your premises, who they are visiting, why, and their entry and exit times.
View module