Go Paperless in Hiring — CertumSign for HR and Recruitment Agencies
Recruitment is closed. The candidate says „yes”—and that’s when the paperwork begins: printing a set of documents, sending them by courier or dropping them off at the office, signing, scanning, and returning them. Every day of delay works against you, because a good candidate rarely waits just for you. With the platform CertumSign He will sign the employment contract online within 24 hours — even if he doesn't have his own digital signature.
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„HR collects documents manually” — does that sound familiar?
If even one of these statements applies to your company, this page is for you:
- You print out contracts and questionnaires because „that’s how it’s always been done”
- HR manually collects documents from candidates and employees
- The candidate comes to the office just to sign the document
- Days pass between the decision and the signing of the contract—and it sometimes happens that the candidate receives another offer during that time
The biggest cost isn't the signature—it's the process. Manual document workflow can take up to 380 hours a year, or about 48 workdays for a single employee.
An employment contract must be in writing—a single qualified signature satisfies this requirement
A handwritten signature or a qualified electronic signature satisfies the written form requirement. The problem is that applicants usually don't have their own qualified electronic signature. You don't have to send them to get one.
One-time qualified signature in CertumSign
- It has the same legal force as a handwritten signature, so it meets the written form requirement for an employment contract
- It is issued for a specific candidate, for a single signing operation
- It does not require candidates to purchase a certificate, a card reader, or install any software—all you need is a web browser
- Candidates can verify their identity remotely, 24/7: mObywatel with a QR code, e-dowód, bank verification (over 2,000 banks), video verification, login.gov.pl, or eDO App
- Available to people from Poland and the EU
Legal Notice
A contract entered into without being in writing remains valid, but the terms of the contract must be confirmed to the employee in writing before they are allowed to begin work—failure to provide such confirmation constitutes a violation under Article 281 of the Labor Code. With a single qualified digital signature, you can settle the matter before the employee even steps foot in the company on their first day.
Paper vs. CertumSign
- Steps
- Print → delivery (by courier or in person) → candidate's signature → scan → employer's signature → return and archiving
- Time
- Days — depending on the courier and the candidate's schedule
- HR Jobs
- Printing, keeping track of deadlines, phone calls, scanning
- Candidate
- I need a printer and a scanner, or time to commute
- Steps
- You send the package from the platform—the applicant verifies their identity and signs it, and the document is returned signed
- Time
- Contract signed in as little as 24 hours
- HR Jobs
- You send the complete set directly from the platform instead of printing and scanning; you have all the signed documents in a single archive
- Candidate
- It requires a browser and, for example, the mObywatel app
Employee Records in a Single Workflow
The contract is just the beginning. You can handle the rest of your documents on the same platform:
The entire set in one shipment
Bulk sending and signing of multiple files at once — the candidate receives the contract, questionnaire, and consent forms all at once, rather than in five separate emails.
Formats without conversion
PDF, DOC, XML, TXT, PPT — Sign files other than PDFs in the XAdES format, without converting them to PDF.
Documents Not Required to Be in Writing
The employee will confirm with a simple signature authorized via SMS or email (in document form, with a timestamp and the Certum stamp) — included in the plan price.
Do you maintain or plan to maintain electronic personnel files? Read our post about electronic personnel files.
Common area and signing line
Organizational plans solve the age-old problem of „who has that file”:
- Shared Document Space — The HR team works from a single archive, not from individual email accounts
- Signing line — The HR specialist prepares and sends the document; an authorized person signs it; the document is then forwarded
- Shipping Templates — You set up the onboarding package once and use it for every new hire
- User Roles i Unlimited shipping within the organization
Employment Agencies: Volume and Pace
An employment agency—especially a temporary staffing agency—signs contracts in batches, often with candidates in other cities. This is where a one-time digital signature demonstrates its full potential: the candidate can sign without having to travel, and identity verification is available around the clock—including in the evening, after a shift.
Plan Biznes Plus Organization It includes up to 100 users and 100 one-time qualified digital signatures per year (according to the Certum price list, as of July 2026); if you need more, you can purchase additional operation packages in the Certum store.
Plans for Organizations
Net prices, according to the Certum price list, as of July 2026. One-time qualified signatures and validation reports are included in the plan price.
- Usersup to 20
- One-time qualified digital signatures per year50
- Shipments / month300
- Space50 GB
Do you need an API? Integration with your system — We can do that for you.
Try it free for 14 days- Usersup to 100
- One-time qualified digital signatures per year100
- Shipments / month600
- Space200 GB
Do you need an API? Integration with your system — We can do that for you.
Try it free for 14 daysYou can set up an account in about 5 minutes, with no IT setup required—CertumSign works in a browser, on a computer, and on a phone. Your documents are stored with a qualified trust service provider (Certum, Asseco Data Systems). And before you decide, you can test it out: as a Certum partner, we’ll set up a 14-day trial plan for your organization. You can find a full comparison of plans at the CertumSign platform website.
Employment Contract and HR Documents
Is an employment contract signed with a one-time qualified digital signature valid?
What does a candidate need to have in order to sign a contract?
Does the applicant pay for a one-time qualified digital signature?
Will CertumSign integrate with our ATS or HR system?
Will we also sign the other employee documents on the platform?
Hire Paperlessly
Send your first contract this week. You can set up a free account in about 5 minutes, and you can try out the business plan for 14 days with our help.
Would you like to explore the entire platform first? Return to the home page: CertumSign — a platform for signing documents.