Position Profiles
Standardized job descriptions and required qualifications that reduce ambiguity during selection and serve as the baseline for offer letters and pay bands.
A clear handbook reduces process variation, limits legal exposure, improves candidate experience, and documents proof of policy application for audits and regulatory reviews.
The handbook supports distinct user groups across recruiting, HR operations, and executive teams.
Use role-based access controls to limit edits and preserve an auditable revision history.
Standardized job descriptions and required qualifications that reduce ambiguity during selection and serve as the baseline for offer letters and pay bands.
A documented approval path showing who initiates requisitions, required approvals, budget checks, and expected processing times to prevent unauthorized hires.
Consistent background check steps, interview scorecards, and criteria for evaluation that ensure compliance and defensible hiring decisions.
Template offer letter language, required attachments, and signature blocks (electronic or wet) specifying who can sign on behalf of the employer.
A sequenced checklist for new-hire paperwork, benefits enrollment, I-9 completion, equipment provisioning, and initial training assignments.
Retention schedules, secure storage procedures, and designated owners for hiring files to meet IRS, I-9, HIPAA, and state retention obligations.
| Field | Configuration |
|---|---|
| Signer Sequence | Role-based sequential routing |
| Authentication | Email + optional SMS code |
| Audit Trail | IP, timestamp, and action log |
| Storage Location | Encrypted HR document repository |
Choose a signing platform that supports secure signing, audit trails, and your HR systems integration.
Retain I-9 forms for 3 years after hire or 1 year after termination, whichever is later.
Provide employees W-2 by January 31 each year for prior calendar year pay.
Issue 1099-NEC to nonemployee payees by January 31.
Calendar-year individual returns generally due April 15; extensions require Form 4868.
State reporting deadlines vary; verify with state employment agency.
Hiring manager opens requisition and attaches supporting justification.
Finance and HR approvals complete and funding is confirmed.
Offer extended and signed acceptance returned.
All onboarding documents complete; personnel file archived.
| signNow | DocuSign | Adobe Sign | PandaDoc | HelloSign | |
|---|---|---|---|---|---|
| Starting Price | $8/user/mo | $15/user/mo | $14/user/mo | $19/user/mo | $15/user/mo |
| Free Trial | 7-day free trial | Varies by vendor | Varies by vendor | Varies by vendor | Varies by vendor |
| Bulk Send | Yes | Yes | Yes | Yes | Varies |
| Audit Trail | Yes | Yes | Yes | Yes | Yes |
| HIPAA Compliant | Yes | Yes | Yes | No | No |
| Envelope Cap | No cap | 100 envelopes/user/year | Varies | Varies | Varies |