Contract Lock helps you deeply understand the application of intelligent electronic contracts in personnel management through 8 questions

Qiyuesuo

2025-05-12 16:23:59

“ Personnel Management; As the core management module of the organization, it is also the earliest and most widely used business of electronic signature technology. On average, nine out of every ten companies in medium to large organizations may have their HR using electronic labor contracts. Why do HR professionals in medium and large organizations use electronic signatures?

From recruitment, onboarding, job transfer to employee service and resignation,

Contract Lock Electronic Signature can provide HR with intelligent drafting, approval, signing, and archiving services covering the entire life cycle of personnel management, making tedious contract work simple and automated, significantly improving HR work efficiency and reducing management costs. The following text focuses on“ Policies and regulations, product features, usage scenarios, dispute resolution, cross-border enterprise labor contract signing, product selection

” Answer each of the 8 HR's most concerned issues regarding personnel electronic signatures, helping medium and large organizations quickly grasp the key application points of electronic signatures in personnel work, and efficiently, securely, and compliantly use electronic signatures. span data-style-apply-id="font-family-b

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Answer: According to Article 469 of the Civil Code, parties may enter into a contract in writing. The written form includes data telegrams, also known as electronic contracts, which lays the legal foundation for online signing of labor contracts.

2020 The Ministry of Human Resources and Social Security has successively issued the "Letter on Issues Related to the Conclusion of Electronic Labor Contracts" and the "Guidelines for the Conclusion of Electronic Labor Contracts", clarifying:; Employers and employees may enter into written labor contracts in electronic form upon mutual agreement.

When entering into a labor contract in electronic form, data messages and reliable electronic signatures that comply with the provisions of laws and regulations such as the Electronic Signature Law and can be regarded as written form (i.e. true identity, true intention, and content tamper proof) should be used. Therefore, electronic labor contracts signed in accordance with legal requirements are protected by law and have legal effect.

At present, human resources and social security bureaus in more than 50 provinces and cities across China, including Beijing, Shanghai, Shandong, Hangzhou, Shenzhen, Fujian, Hainan, Guangdong, Jiangsu, Liaoning, Jilin, Henan, Yunnan, Changsha, and Zhejiang, have issued documents and promoted the application of electronic labor contracts. The paper labor contracts that have lasted for more than 30 years have gradually entered the era of electronicization. Currently, except for some remote areas, electronic labor contracts have been widely recognized nationwide.

【 Click to view: The Legal Validity and Popularization of Electronic Labor Contracts

Legal and regulatory references:

· Article 469 of the Civil Code

· Article 13 of the Electronic Signature Law

· Article 10 of the Labor Contract Law

· Letter on Issues Related to the Conclusion of Labor Contracts

· Guidelines for the Conclusion of Electronic Labor Contracts

In which personnel scenarios can electronic signatures be used?

Answer: Contract locks, as a leading electronic signature service provider in the industry, can be used to build compliance for organizations; Single party stamping within the enterprise, single signature by employees, dual signature between the enterprise and employees, tripartite signing of agreement documents, etc; A variety of electronic signature scenarios that meet the signing and stamping needs of various contracts, certificates, agreements, letters, notices, and other documents throughout the entire life cycle of personnel entry, transfer, transfer, and departure.

Recruitment:

· Back tone authorization letter/Offer: Set up a unified online signature approval process, automatically apply templates to document, and notify interviewees via SMS to move signatures.

· Three party agreement letter of intent: Students, schools, and enterprises sign contracts with real names, without the need to print paper documents, saving the trouble of running errands back and forth from multiple places. · Interview notification letter/employment notification letter: The electronic template is automatically converted into a written document, and an electronic seal is automatically added for approval confirmation. The interviewee is notified via SMS.

· Scan the QR code to sign at the campus recruitment/job fair site: 1000 contracts are generated in one code, and there is no need to print paper contracts in advance at the job fair. Scan and sign on site.

Entry: strong dat

a-tag-apply-id="strong-cb8a4401">· New labor contract/rehire agreement/internship agreement:Bulk import of new employee information, one click initiation of signing, employee mobile signing, and automatic stamping by the enterprise.

· Signing of onboarding documents (employee handbook, confidentiality agreement, non compete agreement, onboarding notice, etc.): The signing can be initiated synchronously with the labor contract through a single process, and the template is automatically written. Employees can complete the signing in one go by opening their phones, without the need to initiate the signing one by one.

· Online collection of onboarding materials (academic certificates, physical examination reports, resumes, etc.):At the same time as initiating the onboarding contract, set the required upload material details in the process attachment. When employees sign the contract, upload electronic files as required. The system automatically completes the material collection and filing, without the need for HR manual organization.

· Automatically generate employee roster:One click export, no need for HR to organize and prepare.

On duty:

· Employee online self certification:“ Proof of employment, proof of income, proof of employment, proof of housing provident fund; Wait for employees to open their phones at any time to apply independently, and the online approval process will automatically stamp, taking only a few minutes.

· Reminder of labor contract expiration and online renewal:Support setting the expiration date of labor contracts, automatic SMS reminder by the expiration system, batch renewal initiated by HR, and automatic association of employee information to fill in the contract without repeated filling, simplifying work.

· Salary Adjustment Application Letter: Employees can initiate salary adjustment applications online, automatically generate electronic application letters using templates, add electronic signatures online, and quickly enter internal approval.

· Signing of employee follow-up investment agreements and equity incentive agreements:HR can initiate the process of signing agreement documents in bulk at once. Employees can authenticate their identities and confirm their electronic signatures on their mobile devices, and thousands of agreement signing tasks can be efficiently processed within 20 minutes.

Job transfer:

· Job Transfer Notice and Position Change Notice: Once the job transfer process is approved, the notification stamping process will be triggered simultaneously, automatically written and stamped with an electronic seal, stamped online and distributed to employees.

· Personnel transfer information confirmation form:HR initiates the information confirmation process online based on the transfer arrangement, generates an information confirmation form, and employees check the information online and sign it electronically for confirmation.

· Online signing of transfer application handover form:HR initiates the transfer handover process, fills in the information of the transfer personnel and the handover person, and automatically sends a text message to remind both parties to electronically sign and confirm the work handover status.

· Tripartite Agreement: For organizational relationship changes between internal units, a tripartite electronic signing process will be automatically generated after the approval and confirmation of the job transfer process. Employees can sign contracts on their mobile devices, and the transfer in and transfer out companies will automatically stamp them for efficient processing.

Resignation:

· Resignation Agreement Signing:Planned departing employees initiate resignation applications through the business system, which are approved and automatically invoked by the system< span data-style-apply-id="font-family-63ec9390" style="font-family: Arial,Helvetica,sans-serif;">Contract LockInterface generates the resignation agreement signing process, online signing, archiving, and automatic resignation processing.

· Automatic stamping of resignation certificate: After the employee's resignation approval is approved, they can independently apply for a resignation certificate, which will be automatically written and electronically stamped without taking up HR time.

What are the unique electronic signature features that can help HR improve efficiency?

Answer:Contract Lock integrates intelligent technology into the entire process of contract drafting, review, signing, and archiving, enabling simple and mechanized work to be handled intelligently and freeing HR from tedious contract work

· HR intelligent voice assistant:

Build an on-demand voice intelligent assistant that can help HR intelligently draft a labor contract, review contract content for risks, simplify operations, and be more efficient with just a few rounds of conversation.

· AI intelligent drafting of contracts:

Labor contracts, various agreements, application forms, and certificates only require simple input of keywords, and the system automatically supplements the text content quickly based on the information, efficiently generating a professional electronic document template.

· Batch initiation of signing/stamping:

In scenarios with high signing volumes such as new employee onboarding and renewals, we provide batch operation services for HR, supporting batch import of employee information, one-time generation of thousands of contracts, one click initiation, and one click stamping, without the need for repeated operations, making it more convenient.

· Intelligent QR code scanning:

For scenarios where contracts need to be prepared in advance, such as signing at job fairs, thousands of electronic contract files can be directly loaded into QR codes without the need for advance printing. Contracts can be easily obtained and signed on site with a simple scan of the phone, making it lightweight and fast.

· Intelligent template library for personnel documents:

Pre set templates for different personnel documents, draft contracts, agreements, and certificates that can be easily applied and automatically generated with just one click.

· Automatic stamping of proof and other format files:

Certificates, regular contracts, and other formatted and stamped documents can be obtained through“ Silent signing authorization; Automatically add electronic seals after approval, enabling employees to handle it on their own without the need for HR to invest too much effort.

· Intelligent collection of materials for new employees:

Just set the required information to be uploaded in the attachment of the signing process, and employees can upload electronic materials as needed during the signing process. The system will automatically collect and archive the materials, without the need for HR to manually organize them.

· Contract expiration reminder:

The employee labor contract is automatically monitored for time, and the system automatically sends SMS reminders to HR when it is about to expire, allowing for timely renewal without the need for excessive effort.

· Intelligent association of labor contract data:

…

【 Click to view:

Can the HRM software we have deployed be integrated with electronic signatures?

Answer: As a leading electronic signature service provider in the industry, Contract Lock has strong integration capabilities and provides various integration solutions such as API interface integration, SDK integration, active integration, and passive integration. It can quickly integrate into the organization's existing HRM human resources management system and provide electronic signature and identity authentication services for various personnel scenarios, truly realizing the full digital management of personnel process approval, document signing, and data archiving.

At present< span data-style-apply-id="font-family-63ec9390" style="font-family: Arial,Helvetica,sans-serif;">Contract LockWith over 20 mainstream HRM softwareintegration service experiences in the market, we can provide users with system integration and scenario customization solutions at any time.

Will the court recognize the use of electronic labor contracts in case of disputes? How to obtain evidence?

Answer: Electronic labor contracts concluded in accordance with the law have legal effect and are usually recognized by the court, but must meet the following conditions:

· Content is legal:It must include the necessary clauses stipulated in the Labor Contract Law and not violate laws and regulations.

· Technical compliance: By signing on a platform with identity authentication, electronic signature, and data tampering prevention functions, the contract generation, storage, and transmission processes are ensured to be genuine, complete, and traceable.

· Both parties' willingness:The employer and the employee reach a consensus through negotiation, and the signing process can prove the true intentions of both parties.

As a leading electronic signature service provider in the industry, Contract Lock's products are developed and designed strictly in accordance with the requirements of the Electronic Signature Law, and have the ability to; Commercial Password Product Certification Certificate CMMI3、 Level 3 Information Security Assurance, ISO9001 Quality Management System Certificate, Confidential Information System Product Testing Certificate, etc; With numerous authoritative qualifications, the platform integrates technologies such as trusted identity authentication, authoritative timestamps, and content tamper proof, providing users with compliant and secure electronic labor contract signing services.

Meanwhile, thecontract lock platform has fully supported“ Template for National Contract Demonstration Text Library; ， We can provide users with nationally unified and standardized electronic labor contract templates to ensure content compliance.

In addition, thecontract lock can also provide users with business full chain data certification services. In case of disputes, users can retrieve certification reports and unaltered contract texts at any time, support online certification services, and provide judicial evidence to users at any time.

Can electronic signatures be used if it involves multinational employees? Can the effectiveness be recognized?

Answer: From a legal perspective, electronic signatures are legally recognized worldwide. For example, there is the Electronic Signature Act in China, the ESIGN Act in the United States, and the Electronic ID and Trust Services Regulation (eIDAS) in the European Union. Therefore, whether it is domestic signatures or cross-border signatures involving cross-border employees, as long as the electronic signature meets local legal requirements for reliable electronic signatures, it is considered legal and compliant.

At present, in response to such cross-border signing needs,contract locksCollaborate with internationally renowned electronic signature service providers such as Docusign and Adobesign to provide users with cross-border electronic signature services that comply with local legal requirements, meeting the personnel electronic signature needs of multinational organizations.

What are the advantages of electronic labor contracts compared to paper labor contracts?

Answer: The electronic labor contract adopts online full process digital management, which not only eliminates procedures such as paper, printing, and express transmission, reduces costs, but also achieves risk prevention with the technical support of the electronic signature platform.

At the same time< span data-style-apply-id="font-family-63ec9390" style="font-family: Arial,Helvetica,sans-serif;">Contract LockThe electronic signature platform supports multiple signing methods such as PC, APP, mini program, and mobile SMS signing, allowing electronic labor contracts to be approved and signed anytime, anywhere, making them more flexible and efficient to use.

How to choose an electronic signature software suitable for personnel scenarios?

Answer: Users need to consider their signing needs comprehensively and choose the appropriate product, such as integration with HRM software, employee size, whether the scenario is a single labor contract or a document covering the entire personnel process. If it is a single scenario and does not require integration, you can choose an electronic signing cloud platform. If it is an organization with high information security requirements such as central state-owned enterprises or government agencies, you can choose localized deployment. For medium and large organizations with multiple scenarios and the need to integrate with HRM systems, you can choose to privatize electronic signatures.

Contract lock

Electronic signature products cover various deployment forms such as public cloud, private cloud, and open integration, supporting localization adaptation of information and innovation, and can meet the personnel electronic signature application needs of various organizations. These organizations' personnel electronic signature applications choose contract locks:

Note: The above are some customers of contract locks, and the ranking is not in any particular order.

About Contract Lock

Industry leading electronic signature and contract service provider

Contract Lock As a leading electronic signature and contract service provider in the industry,

Committed to providing integrated services of electronic signatures, seal control, digital identity, and digital archiving for government agencies, medium to large organizations, and government agencies. According to the Frost&Sullivan report, the contract lock leads the industry in terms of the total number of medium to large scale customers, localized deployment, and the number of cities covered by localized service teams.

At present, the contract lock has served over 42000 large organizations in China, including over 400 large state-owned enterprises and over 200 Fortune 500 and China's top 500 companies; Commercial Password Product Certification Certificate CMMI3、 Information system security level protection level three filing certificate, ISO9001 quality management system certificate, confidential information system product testing certificate, etc; Authoritative qualification certification in various industries.

The product is now fully integrated with intelligent applications such as DeepSeek, deeply integrating intelligent technologies such as RPA, NLP, and big models to assist in intelligent contract drafting, auxiliary approval, compliance signing, and automatic archiving. The entire product line supports integration with various management software, helping to expand application scenarios as needed and facilitating the full digital transformation of thousands of industries!

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