Electronic signature with Kelio: faster, safer, paperless HR
Native e-signature integration within your HR software – automate your document flows securely.
Kelio’s built-in electronic signature software streamlines approvals, speeds up signing, and secures every document. Trusted by 4,200+ HR departments, it saves up to 12 minutes per file and delivers 98% satisfaction.
Automate HR document signing from end to end
Pre-fill employee data automatically
Kelio’s electronic signature software takes the paperwork out of HR. It pulls employee details from your HR system to pre-fill forms, then sends documents to the right people to sign, one by one or all at once. You see progress in real time and reminders do the chasing. When finished, a signed PDF and a record of who signed it and when are saved to the employee file: secure, compliant and easy to find.
Launch signature workflows from your HR platform
Create and send digital documents from Kelio, sign on any device, see progress at a glance, and file the signed PDF automatically. Examples include:
- Standard: health protocols, internal regulations, policy acknowledgements
- Personal: job descriptions, contracts, onboarding packs (including imported PDFs)
As an HR administrator you can:
- Configure e-signature templates by document type.
- Create HR documents in Kelio or import your own PDFs.
- Send for approval with company signature and access controls.
- Start workflows with reminders and real-time tracking built in.
- Monitor progress, revoke or follow up in the HR software.
- Auto-archive signed documents to employee files.
As a signatory you can:
- Open the email link to access the document securely.
- Review the digital document and start the e-signature process.
- Confirm identity with a one-time code by SMS or email.
- Sign electronically on desktop, tablet or mobile.
- Receive a copy and download the final signed PDF instantly
Real-time tracking and automatic reminders
Kelio’s electronic signature software lets you track every document in real time. Use sorting and filters to spot who hasn’t signed, send follow-ups, or cancel and resend if there’s an error. Automatic reminders chase outstanding e-signatures and keep the workflow moving until everything’s complete.
Archive signed documents directly in employee files
After signing, documents will be archived in the Kelio storage space automatically. You can sort and download them when needed. The system also incorporates a proof file so you can certify the authenticity of both the document and the signatory, supporting accurate records for staff administration.
Ensure compliance and boost document security
eIDAS-compliant signatures
An electronic signature on a digital document has the same legal status as a hand-written signature once it has been validated by a certification authority.
An electronic signature on a digital document allows you to:
- Verify the identity of the signatory (each signature is unique)
- Confirm that the signatory signed the document (the signatory cannot deny the signature)
- Prove the signed document’s integrity (no changes after signing)
eIDAS (electronic Identification, Authentication and Trust Services) has provided the legal framework to harmonise all regulations governing electronic signatures in the European Union since July 2016. UK eIDAS is an amended form of the EU eIDAS regulation; it retains many aspects but is tailored for the UK.
End-to-end encryption and secure archiving
Documents and certificates are protected in transit and at rest, supporting secure, tamper-evident processes and GDPR-aligned retention.
Audit trails and legal proof
Kelio guarantees that the functionality of our electronic signature processes comply with all the relevant European and International regulations. This results from our association as a trusted partner with the Nitro Sign Certification Authority. It ensures our compliance with the eIDAS regulations and respects the requirements of the General Data Protection Regulations (GDPR).
Disclaimer: The information on this page is for general guidance only and does not constitute legal advice.
Key features for legal compliance
- eIDAS-compliant
- Identity verification (OTP)
- Proof file & audit trail
- Secure archiving & integrity
- GDPR-aligned retention
Improve employee experience during onboarding and beyond
Reduce paperwork for new hires
Becoming paperless reduces expenditure and CO₂ impact, while speeding up new-starter contract procedures.
Let employees sign from any device
Candidates and employees sign with an electronic signature on desktop or mobile - no accounts to create. They can also view status in the HR Portal.
Enhance responsiveness with instant status updates
Real-time notifications and tracking help HR focus on priorities instead of chasing paperwork.
Compare: Kelio versus external e-signature tools
Native integration into HRIS vs third-party add-ons
Kelio eliminates the need to manage additional platforms by integrating electronic signatures into your HR software. Single sign-on, easier access control, and fewer mistakes from duplicate data entry are all made possible by this native integration. External tools frequently necessitate manual uploads and separate logins, adding extra steps for both employees and HR teams.
Time saved per process
In HR, every minute counts. With pre-filled forms, automated reminders, and instant archiving, Kelio eliminates tedious administrative tasks. Kelio's efficient method regularly saves up to 12 minutes per document compared to external tools, which often require switching systems or reimporting documents. This adds up to significant time savings for your HR department.
HR document centralisation
Along with the employee's other HR records, all signed documents are automatically saved in their Kelio file. This centralisation avoids fragmented archives spread across third-party tools and ensures that HR teams can retrieve complete records quickly and securely from one place.
Estimate your ROI with e-signatures
Kelio’s electronic signature software cuts admin, removes printing and posting, and helps HR turn documents around faster, often saving up to 12 minutes per document across contracts, policies and onboarding packs.
Calculate time saved across HR processes
- Pre-filled forms and templates reduce typing and errors
- One-click send to one or many signers shortens hand-offs
- Automatic reminders do the chasing; fewer delays
- Real-time tracking and audit trails keep work moving
Quick estimate:
Monthly signatures × 12 minutes × your HR hourly rate = estimated time value saved per month
Pricing at a glance
Kelio provides an all-inclusive pricing structure tailored to your requirements. This includes:
- The signatory’s signature
- Creation and delivery of a unique authentication code to confirm the signature
- The master company signature (business or individual)
- A unique link for signatories to download the document after completion
- Secure archiving of the signed document within Kelio
*To simplify the process, a validation screen appears before sending, and you can add your company’s authorisation using a “permanent” certificate (long-term certificate not restricted to single use of signature).
Your ‘signature book’ is digitised so you can add your legally recognised company signature to all HR documents.
- Invoicing: every quarter
- Charges: dependent on your signature usage tier
- Discounts: the more you use, the lower the cost per signature.
See potential cost and carbon savings
- Lower spend on paper, printing and postage/couriers
- Less time on scanning, filing and retrieval
- Fewer reprints thanks to controlled workflows
- Reduced environmental impact from paper and transport
