SkillProof

Electronic signature software: Get staff documents signed without printing, scanning or chasing

Send a PDF from your SkillProof documents for signature, see who has signed and keep the sealed copy, completion certificate and audit trail with the document.

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A contract change for Tom Evans sent for signature in SkillProof. Tom signs from his email link, his manager signs next and the sealed copy is kept with its completion certificate. Shown with fictional demonstration data.

Are signatures holding up your staff paperwork?

Who still needs to sign?

Documents go out by email, come back printed and scanned, or never come back, and nobody can see who is still outstanding.

Where is the signed copy?

A signed contract can sit in one person's downloads while the working copy lives in a shared folder.

Can you show how it was signed?

A pasted signature image says little about who signed, when, or whether the file changed afterwards.

What changes with SkillProof.

Spreadsheets, folders and inboxes

  • Documents are printed, signed, scanned and emailed back.
  • Nobody can see who still needs to sign.
  • Signed copies end up in inboxes and personal folders.
  • There is no audit trail of who signed and when.

With SkillProof

  • Send a PDF from Documents for simple electronic signature by one or more people.
  • Track who has opened, signed or declined, and send reminders without chasing by hand.
  • Keep the sealed PDF, completion certificate and audit trail with the document.

How it works

How a document is signed in SkillProof

Every step works from the records SkillProof already holds, so nothing is copied into another tracker.

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  1. Choose the document and signersPick a PDF from Documents, add one or more signers and anyone who needs a copy, and choose whether they sign in order or at the same time.
  2. Place the fieldsDrag signature, initials, name, date and text fields onto the pages for each signer, then review and send.
  3. Signers sign from a linkEach signer opens the email link, enters a one-time code, agrees to sign electronically and types or draws their signature. No SkillProof account is needed.
  4. Track, remind and finishSee who has opened, signed or declined, send a reminder or cancel. When the last person signs, the PDF is sealed and everyone gets the signed copy.
  5. Keep the evidenceThe signed PDF, completion certificate and audit trail stay with the document, and a verification page checks a copy against its reference.

Signing controls in SkillProof.

Built for

  • Signers
  • HR and managers
  • Anyone checking a copy

The features used in this workflow vary by plan and organisation setup.

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Signing orderSend to several people in a set order or all at once, and copy in anyone who needs the signed version.
Signer checksEach signer confirms a one-time email code and agrees to sign electronically before their first field.
Completion certificateThe sealed PDF gets a certificate page with each signer's details, times and the event history.
VerificationA public page confirms a signed file matches its reference without uploading or showing the document.
Review product scope and full workflow detail

Everything in this workflow

  • One or more signers, in order or at the same time
  • Signature, initials, name, date and text fields
  • One-time email code and recorded agreement to sign electronically
  • Typed or drawn signatures, and decline with a reason
  • Reminders, expiry from 1 to 90 days and cancellation
  • Sealed PDF, completion certificate and public verification

What this workflow covers

SkillProof lets organisations send a PDF from Document Management for simple electronic signature. Choose one or more signers, in order or at the same time, and place signature, initials, name, date and text fields. Signers open an email link, confirm a one-time code, agree to sign electronically and type or draw their signature, or decline with a reason. The sealed PDF, a completion certificate and a tamper-evident audit trail stay with the document. Signing is available from Growth. SkillProof doesn't give legal advice.

SkillProof in brief

SkillProof includes simple electronic signatures for documents held in Document Management, with signer tracking, reminders, a completion certificate and public verification of signed files.

Who it is for

  • HR and operations teams sending contracts, contract changes and handbook sign-offs
  • Managers who need training agreements, consent forms or internal approvals signed
  • Organisations that want the signed copy kept with the rest of their staff and document records

What it tracks

  • Who has been sent the document, who has opened it, signed it or declined it
  • Reminders, expiry and cancelled requests
  • The sealed PDF, completion certificate and hash-chained event trail for each request

Scope and boundaries

  • Signatures are simple electronic signatures, not advanced or qualified signatures
  • The seal is tamper-evident, not a certificate-based digital signature
  • Some documents, such as deeds that need a witness, wills and HM Land Registry documents, need another method
  • SkillProof doesn't give legal advice or confirm that e-signing suits a particular document

Why organisations replace spreadsheets

Without a signing workflow, teams print, scan, email and chase copies, then track who has signed in a spreadsheet. The request, reminders, signed copy and evidence stay together instead.

Training and LMS context

An LMS delivers learning. Document signing collects a signature on a specific document and keeps the signed copy and its evidence with that document.

Workflow fit and product boundaries

Best for
HR and operations teams getting contracts, handbook sign-offs and agreements signed
Primary job
Get staff and HR documents signed by one or more people, see who is outstanding and keep the signing evidence.
Different from
Policy Acknowledgement records that someone confirmed a policy version and is not a signature. Document Management holds and governs the file. Signatures are simple electronic signatures, not advanced or qualified ones, and SkillProof doesn't give legal advice.

Questions about Electronic Signatures

The key points teams usually need before choosing this workflow.

Still managing documents in shared folders?

Book a demo and we will show how access, versions and review dates would work for your documents.

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What kind of electronic signature does SkillProof provide?

A simple electronic signature. Signers confirm a one-time email code, agree to sign electronically and type or draw their signature. The sealed PDF has a completion certificate and a tamper-evident audit trail. SkillProof does not provide advanced or qualified electronic signatures.

Which documents can be sent for signature?

PDFs held in SkillProof Document Management, such as employment contracts and changes, handbook sign-offs, training agreements, consent forms and internal approvals. Deeds that need a witness, wills, lasting powers of attorney and HM Land Registry documents need another method. SkillProof doesn't give legal advice. If you're not sure whether a document can be signed electronically, check with your legal adviser.

Do signers need a SkillProof account?

No. Signers open a link from their email and confirm a one-time code, so the same checks apply to staff and to people outside the organisation.

Which plans include document signing?

Signing is part of Document Management, which starts on Growth. It is included on Growth, Professional and Enterprise.

Related workflows and guidance

Open the next relevant workflow or guide when you need more detail.

See document signing with your own documents

Start a trial with test data, or book a walkthrough and we will send a sample document for signature so you can see both sides.

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