Offer Letter, Consultant Employee Agreement and NHP in the Employee Portal - EpiSign

Owned by Rachel Howcroft
Last updated: Mar 06, 2023
3 min read

  • Field employees sign their Offer Letter, Technology Agreement, and New Hire Paperwork through EpiSign in the Employee Portal.

  • Credentials to the portal are sent automatically when the placement is pushed to the Onboarding Module.

  • Re-hires do not receive a new password, they can use their previous password or reset it.

  • Once the recruiter signs the offer letter and initiates the consultant employee agreement, the tasks to sign will be on the homepage of the Employee Profile when the employee signs in. They can also be located from Tasks. They do not a receive an email to sign the offer letter unless the recruiter clicks send reminder. The email has a link that directs them to the portal.

  • The Documents tab is where the signed offer letter, technology agreement, and NHP will be accessible to the employee. This is controlled by where a document in filed in Epi-HR. Mapping is done from the document template on Formbuilder.

  • Offer letter and technology agreement must be filed in the Employee Document Library to be visible to the employee in the portal. These do not have a mapping feature in Formbuilder, they are programmed to auto-file in the match library, candidate library, and employee document library.

  • When the employee first signs an EpiSign document, will they need to agree to the Eletronic signature agreement.

  • When an employee clicks the Sign button, the page will direct them to the EpiSign landing page where all of the documents in that envelope are waiting to be signed. If an employee has a tech agreement and NHP pending to be signed, those are two separate envelopes so they need to click the sign button for each task to be taken to that signing page.

  •  

  • The continue later button will take the employee back to the employee portal.

  • Signers will click on each sign button for every document to sign. On the document when they have finished all the signing fields, the complete button will come up and take them back to the document landing page. Once all documents are complete, the final complete button will show up on the document landing page and that will complete the entire envelope.

  • Human Resources will initiates the new hire paperwork through the Onboarding module NHP task. They select the envelopes to be send, the envelopes are built in Formbuilder.

  • Once sent from the module, Human Resources can also see the envelope sent from EpiSign Admin

  • The employee receives an email to sign their NHP which has a link to the portal

  • Once the envelope is signed, the task will auto complete, the documents will auto file. This AutoFile feature is maintained from the document template in Formbuilder. Documents will not autofile until the whole envelope is completed

  • Employees can decline to sign documents within their envelope template if there is a form they do not want to complete: Click the menu on the top left, and select Decline Signing. Then they can proceed with the rest of the documents in the envelope and complete it.

  • The employee can see documents filed in the New Hire Paperwork portion of their employee portal.

  • After the employee is finished signing they will also receive an email with a link to view their completed documents which is valid for 48 hours.