Product
Contracts and written statements, signed with the evidence to show it
HRHive fills a contract from the employee record, sends it for simple electronic signature and files a sealed, locked PDF with an audit certificate. Written statements are built from plain questions, and the date a statement was given is recorded separately from any signature.
What problem does this solve?
Contracts are written in Word, emailed as PDFs, printed, signed, scanned and filed wherever the scan landed. Later it is hard to say which version somebody signed, when they saw it, or whether they were ever given the written statement of their main terms. Giving a statement and getting a signature are two different things, and they are usually muddled together. A contract awaiting signature can sit in an inbox for weeks without anyone noticing.
What HRHive does
- Builds a contract from a template. HRHive includes a starter template, "Statement of Main Terms (HRHive starter)", and you can write your own in Settings. Details such as name, address, job title, start date, probation end, hours, pay and holiday entitlement are filled in from the person's record.
- Flags what is missing before you send. If the record lacks something the template needs, HRHive lists it and holds back the Send button until you have filled it in.
- Sends the contract for electronic signature. The person reads the document, agrees to sign electronically, and signs by typing or drawing their name next to wording confirming they intend it as their signature. You can add a countersignature from one of your own users.
- Offers a paper alternative. A signer who would rather sign on paper can say so, and HRHive tells you.
- Adds a step for changes to terms. For a contract variation, the employee confirms a six-digit code emailed to them before signing, unless they are signed in to their HRHive account.
- Keeps the evidence: the document's SHA-256 fingerprint before and after signing, a sealed PDF with an audit certificate, and a copy of the signed document emailed to every signer.
- Locks the signed copy. It is filed on the person's record and cannot be changed, replaced or deleted. A change to terms is a new document.
- Builds written statements from plain questions. There is a question for every required heading, answers are filled in from the record where HRHive knows them, and you write "none" where something does not apply.
- Records when a statement was given, and how (in the employee portal, by email or on paper), separately from any signature. Signing is optional.
- Tracks what follows. Particulars that may come later have their own due date, so does the notice of a change to terms, and HRHive flags anything overdue.
How it works
- Choose a template and check the preview. HRHive fills the contract from the record and shows anything that is missing. Tick "This is a contract variation" if it changes terms that already exist.
- Choose a countersigner if you want one, then send. Or save a draft and finish later. The person gets an email with a secure link, or the contract appears as a step in their onboarding.
- The person reads and signs. They open the document, agree to sign electronically, confirm an emailed code where one is needed and sign. They can ask for a paper copy instead.
- Countersign. If you chose a countersigner, they are told and sign in to add their signature.
- HRHive seals and files it. The signed PDF and its certificate are stored as a locked document on the record, every signer is emailed a copy and HR is told that the contract is signed.
For a written statement, start from Contracts and statements under Compliance. Answer the questions, preview the statement, record how and when you gave it, and ask the person to sign if you want a signature. If terms change later, record the change: HRHive prepares the notice and can ask for the person's signed agreement.
What you see
A contract shows its status at a glance: Draft, Waiting for signature, Waiting for countersignature, Signed or Withdrawn. Under it, each signer is listed with the steps they have taken: opened, agreed to sign online, confirmed a code, signed, and when their copy was sent. The Contracts and statements list shows who has been given a statement, who is overdue and what is still to follow. The signer's view takes them through reading, agreeing and signing, one step at a time.
The record it creates
When the last signature is in, HRHive seals the signed PDF with a certificate. The certificate lists each signer, the document's fingerprint and every step with its time in UTC: when the signer opened it, agreed to sign electronically, confirmed any code and signed, with the IP address and device used to sign. The signed copy is filed on the person's record as a locked document that the employee can see in their portal, and each signer is emailed a copy.
A written statement is filed the same way once it has been given, as a locked document with the date and method recorded on the statement. It is only signed if you ask for a signature. The signed contract then shows against the person's name, as in the example.
Who can do what
Preparing and sending contracts is an HR job. The employee signs their own, and a countersigner is anyone you choose from your own users.
What happens next
A signed contract shows on the person's record and clears the "no contract" flag on Home and in the Missing documents report. Contracts that have waited more than 14 days for a signature or a countersignature are flagged for you to chase, and so are requests for a paper copy. Statements that are due or overdue appear in the compliance overview, and a change to terms creates a dated notice to give. To change a signed contract, send a variation: it is signed the same way and sits beside the original. Signed copies are filed with the person's documents.