Transform HR Contract Management with Infinite eSign

Discover how Infinite eSign can eliminate paperwork delays and streamline HR contract management with advanced digital signatures.

The Challenges of Traditional HR Contract Management

Managing employment contracts in large retail chains has long been a logistical nightmare. When a company operates hundreds of stores across the country, every new hire sets off a cascade of paperwork, courier shipments, signatures, and waiting periods. This traditional process can take weeks, delaying start dates and creating unnecessary stress for both HR teams and employees.

A common scenario in a nationwide retail chain involves a store manager interviewing a candidate and approving them for hire. The employment file begins with medical clearance, GDPR consent, ID copies, and a formal “request to be employed.” These documents are sent to headquarters, where the HR team drafts the employment contract and emails it back to the store. From there, the cycle begins: print two copies, collect the employee’s signature, send them by courier to headquarters (which might be 500 km away), wait several days for the HQ signature, declare the contract to the labor authority, and finally send a copy back to the store for the employee. In practice, it’s not uncommon for the employee to start work before ever receiving their signed copy—sometimes weeks later. Multiply that by 800+ contracts a year and you have a slow, costly, and error-prone system.

Introducing Infinite eSign

Infinite eSign revolutionizes this cumbersome process by introducing a fast, legally compliant, and fully digital signing process. Say goodbye to the inefficiencies of paper-based contract management and embrace a system that leverages advanced electronic signatures to streamline HR workflows.

Infinite eSign replaces the courier-and-paper shuffle with a secure, advanced electronic signature process. The HR department can send the contract directly to the employee’s email, where it’s signed in real time via SMS authentication or biometric signature on a tablet. Once signed, the document is instantly available to headquarters in the eSign web app, the HR system, and the secure eArchive.

How Infinite eSign Works: The Process Explained

The process of using Infinite eSign is straightforward and efficient. Once a candidate is approved for hire, the HR department can generate the employment contract and send it directly to the employee’s email. The employee receives the contract and can sign it using SMS authentication or a biometric signature on a tablet. This method ensures that the signature is both secure and legally binding.

One of the standout features of Infinite eSign is the ability to sign multiple documents with a single click. The entire employment file—contract, GDPR forms, appendices—can be signed with one SMS code. This not only speeds up the process but also ensures complete traceability. HR managers can track each document’s progress in real time, knowing who has signed, who is next, and what’s still pending.

Legal Compliance: Meeting EU Standards

Infinite eSign meets eIDAS requirements for advanced electronic signatures and complies with Romania’s 2024 electronic signature law (914/2024), which recognizes biometric and two-factor authentication signatures as legally binding—even for employment contracts. This compliance ensures that all digitally signed documents are legally valid and enforceable.

With Infinite eSign, the need for each employee to have a paid certificate, as required for certified electronic signatures, is eliminated. Infinite eSign offers the same legal standing at a fraction of the cost, with no additional expense for the employee. This makes it a cost-effective solution for large organizations with high employee turnover.

Key Benefits for HR Departments and Employees

For HR managers, the benefits of Infinite eSign go beyond speed. The system provides complete traceability, allowing HR managers to track each document’s progress in real time. This means no more lost paperwork or delays due to missing signatures. Signed documents are stored securely in Infinite’s Tier 4-level datacenter for long-term legal archiving, ensuring that they are always accessible when needed.

Employees also benefit from the streamlined process. They no longer have to wait weeks to receive their signed employment contracts. With Infinite eSign, the entire process can be completed in 1–2 days, allowing new hires to start on time without any unnecessary delays. This reduces stress and creates a smoother onboarding experience.

Real-World Implementations

Infinite eSign has already proven its effectiveness in real-world scenarios. For instance, Deichmann Romania has successfully implemented Infinite eSign in their HR department. By digitizing and automating the signing process, Deichmann has turned weeks of delays into a 1–2 day turnaround, ensuring new hires can start on time, HR teams stay compliant, and every contract is safe, traceable, and instantly accessible.

The flexibility of Infinite eSign makes it adaptable to various HR workflows. Whether on-site, remote, biometric, or SMS-based signing, Infinite eSign can be tailored to meet the specific needs of any organization. The solution is also secure by design, with controlled access, full audit logs, and secure authentication, ensuring the highest level of data protection.

Infinite eSign isn’t just a signing tool—it’s a complete digital contract management solution ready for rapid rollout. It requires only process configuration, not custom development, making it an out-of-the-box solution that is both efficient and effective. By digitizing and automating the signing process, Infinite eSign transforms HR contract management, making it faster, more secure, and more compliant.

In conclusion, Infinite eSign offers a revolutionary solution for HR departments struggling with the inefficiencies of traditional contract management. By leveraging advanced electronic signatures and ensuring legal compliance, Infinite eSign eliminates paperwork delays, reduces costs, and improves the overall efficiency of HR workflows. With proven success stories and a flexible, secure system, Infinite eSign is the future of HR contract management.