Signature Templates

Smooth HR Signature Templates let you define reusable PDF or HTML documents with placed signature fields, then send them for legally trackable e-signature via Signature Request (single signer) or Signature Envelope (multiple signers in parallel).

Templates power offer letters, NDAs, policy acknowledgments, and onboarding documents linked from Employee Onboarding Template.

Help URL: smoothhiring.com/help/hrms/documents-compliance/signature-templates

Table of Contents

1. Overview
2. Accessing Signature Templates
3. Creating a Template
4. PDF upload templates
5. HTML templates
6. Signer roles & multi-signer envelopes
7. Template settings
8. Using templates in onboarding
9. Sending standalone signature requests
10. Troubleshooting
11. Related guides

Overview

Accessing Signature Templates

1. Log in to your Smooth HR site (for example https://yoursite.smoothhrms.com).
2. Open Documents & Compliance from the app switcher (or search Signature Template).
3. Desk path: /app/signature-template

Creating a Template

Step 1: New template

1. Go to Signature Template list → Add Signature Template.
2. Enter a unique Title (this becomes the document name).
3. Choose Document Type: Offer Letter, Employment Contract, NDA, Policy Acknowledgment, or Other.
4. Enable Is Active so the template can be selected elsewhere.

Step 2: Choose template type

Step 3: Add signing fields

PDF Upload: Use the visual editor toolbar to add:

For each field on a PDF, set Signer Role:

HTML Template: Write content in Letter Content and use listed placeholders. Fields are not placed on a PDF preview.

Step 4: Configure settings

Step 5: Save

Click Save. Only PDF files are accepted for PDF Upload mode.

PDF upload templates

1. Attach your PDF under Document File.
2. Use the placement canvas to position fields per page.
3. Zoom and page navigation help on multi-page contracts.
4. Signer instructions (when configured) appear on the public sign page at /sign/{token}.

Tip: Use a clean, non-password-protected PDF. Scanned PDFs work best when text is readable for placement.

AcroForm PDFs

Some fillable PDFs (AcroForm) are detected automatically. Parallel multi-signer envelopes are not supported for AcroForm templates — use a single-signer Signature Request or a flat PDF.

HTML templates

1. Set Template Type to HTML Template.
2. Write Letter Content with placeholders (for example {{applicant_name}}, {{position}}, {{company}}).
3. Save — HTML templates typically pair with a single employee signer.

Signer roles & multi-signer envelopes

When a PDF template has fields for both employee and company roles:

• Smooth HR creates a Signature Envelope (parallel routing).
• Each signer gets their own link (/sign/{token}).
• Status progresses: Draft → Sent → Partially Signed → Fully Executed.
• Final PDF is stored on the envelope as Final Signed Document.

When only one role is used, a Signature Request is created instead.

Template settings

Using templates in onboarding

1. Open Employee Onboarding Template.
2. In Required Documents, add a row and set Signature Template.
3. When HR submits Employee Onboarding, the new hire sees Sign document on that row in the Onboarding Portal.
4. Upload is disabled for sign-only rows — the employee must complete e-sign.
5. After signing, the PDF syncs to the onboarding document row as Uploaded.

Requirement: Link an Employee record before e-sign from onboarding (email must be on the employee).

Sending standalone signature requests

From Signature Request or from Job Offer / Employee:

1. Select Signature Template.
2. Enter Signer Name and Signer Email.
3. Click Send for Signature — email contains {your-site}/sign/{access_token}.
4. Track status: Draft → Sent → Viewed → Signed (or Expired / Cancelled).

Troubleshooting

Related guides

• Signature Requests
• Signature Envelopes
• Signing portal (/sign)
• Onboarding Templates
• Employee Onboarding
• Documents & Compliance overview

Last updated: May 2026

Smooth LMS (training)