Send a document for e-signature

01Open Documents

Select Documents in the sidebar. The cards count All requests, Awaiting signatures, Completed (signed and sealed) and Needs attention (declined, expired, cancelled or failed); selecting a card filters the list.

Signing requests follows each request from invitation to completion, showing every recipient, how many have signed, and when it was sent and expires. You can search by title and see archived requests with View archived. Templates lists your reusable documents, with Edit fields and Send for signature on each.

02Create a template from your PDF

Select Create template. Enter a Template name you’ll recognize, such as Employment agreement, then drop or choose your PDF documents:

• Up to 10 PDFs, 25 MB each and 100 pages in total. They appear in the order you add them, and are signed together as one package.
• The PDF must be unsigned and not password protected. If it already has fillable form fields, their contents become part of the page.

Select Upload and add fields. PayHr prepares the pages and opens the template editor.

03Add recipients and place fields

The editor shows your document on the right. On the left:

• Recipients: the roles that sign, starting with Signer. Use Add recipient for a second signer, for example your own signature after the employee’s. New fields go to the selected recipient, and each recipient fills in only their own fields.
• Add a field: Text, Long text, Number, Date, Checkbox, Dropdown, Signature and Initials. A field is added to the current page; drag it into place and drag its corner to resize. Arrow keys move the selected field and Shift with arrow keys resizes it.
• Field settings: select a field to change its recipient, make it required, or give it a read-only value you fill in yourself, such as a start date. Signatures can’t be filled in for someone.

Every recipient needs at least one required signature or initials field. Rename the template with the pencil next to its name, then select Save template.

04Send it for signature

Select Send for signature in the editor or next to the template. For each recipient role, choose a Person by searching your employees and contractors (only people with an email are listed), or switch on Custom email and type a Full name and Email address.

• Request title: what recipients see in their invitation, for example Offer letter · Jordan Lee.
• Signing order: Everyone at the same time, or One at a time, in the recipient order above (drag recipients to reorder).
• Expires on (UTC): 14 days from now by default, and up to 90 days ahead.

Sending makes a fixed copy of the saved documents and fields, so later template edits don’t change requests already sent. Select Send invitations. If no payment method is saved in Billing, PayHr asks you to add one first.

05What the signer sees

Each recipient gets an email from your workspace with a Review and sign button. The link opens a private page where they select Send verification code and enter the six-digit code from their email, so only the person at that address can sign. They don’t need a PayHr account.

They then select Start signing; PayHr takes them to each field in order. Signature and initials fields open a pad where they type their name or draw. Progress is saved as they go. At the end they confirm the consent statement and select Finish and sign, or Decline if they disagree.

06Follow the request and download the signed PDF

Open a request from the list to see each recipient’s status and preview the documents exactly as sent. While it is waiting you can select Remind pending; PayHr also reminds pending recipients automatically every three days. Cancel request stops the signing links.

When everyone has signed, PayHr seals the package and the request shows Completed. Select Signed PDF for the combined document with a signing-evidence page and the PayHr certificate seal, and Signing receipt for a file recording the evidence and the document’s fingerprint. You’re notified in the app and by email when a document is signed. Finished requests can be archived to keep the list tidy.

07Keep a copy on the employee’s file

To file a signed document with the employee, open their page, go to Documents and choose Attach from document signing. Their completed requests are listed; select Attach to copy the sealed PDF into their documents.