Temporary staffing agencies: contracts signed before the candidate leaves home

Foreign nationals, people without a qualified signature, anyone with no way to print: a phone, internet and a finger are enough. The candidate gets a link, fills in their details and signs the whole set of employment forms in a minute. You see the status in real time, and the signed PDFs land where you need them.

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SignSafe is a tool for electronic document workflow and for collecting signatures from people who have no easy way to sign, such as foreign nationals. In a staffing agency you send contracts to one or many people at once, the candidate signs with a finger on the phone without an account, and you track the status. Sending can be automated through the API.

As a temporary staffing agency you can speed up document flow and contract signing with SignSafe and drop the paper formalities. You save time and cut costs, while candidates and agency clients get a simple digital way to sign. It is a way to make the agency more efficient and keep clients satisfied. The legal basis of the signature and the caveats are described below.

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A solution tailored to you

Signing documents

Place handwritten signatures on PDF documents with a finger on a smartphone or tablet screen, anywhere and at any time. You sign important documents right away, wherever you are.

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Collecting signatures

Quickly collect signatures from different parties on electronic documents. Just define a document template and mark the fields the recipient fills in, with no advanced technical knowledge.

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Filling in documents

Fill in and sign documents on a computer or mobile device. You receive a document with marked fields, complete them and sign as you would on paper. The finished PDF is ready to use straight away.

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What your staffing agency gains

Your agency gets faster signing of contracts with workers and clients, with no paper formalities. You save time, reduce the cost of handling documents, and candidates and clients get a simpler process, which builds their trust in the agency.

Time optimisation

Fast signing of contracts with a large number of temporary workers, in bulk too: you select the documents and sign them all at once.

Process automation

Automating HR administration eases the load on HR teams: templates with fields, sending to many people at once and returning signed PDFs to your system through the API.

Efficiency

More efficient recruitment and workforce management: you collect a candidate’s full set of documents with one link and see the status live.

What usually gets in the way

The candidate starts tomorrow, but the paperwork is still on paper

Contracts, declarations and consents need a meeting, printing and scanning. Either the start slips or work begins without the full set of papers.

One candidate means several documents, and the pile grows with every placement

Contract, declaration, GDPR consent, rules. With many candidates each week, a coordinator spends time sending, chasing and working out who has signed what.

Signed documents scatter across inboxes, phones and binders

When an audit, a client or a candidate asks for a document, you search several places instead of opening one account.

What you get

Full set

of candidate documents collected through one link on their phone

Live

view of who has signed and who has not

No account

the candidate does not register or install an app

How it works

You prepare document templates

You save the contract, declarations and consents once as a template with fields to complete, for example the candidate’s details.

You send the set to many people at once

You pick candidates from your contact list and send them the documents at the same time. Each candidate receives a link by email.

The candidate fills in and signs on the phone

They open the link in a browser, complete the fields and sign by hand with a finger on the screen. No account needed.

You track the status

You get an email notification about each new signature and see in the panel whose set is complete.

The finished PDF goes into your records

Signed documents are on your account straight away. If you use your own system, the API can return them to the candidate’s profile.

The other party fills in data and signs

A temporary worker or agency client completes the template fields (personal or company data) and signs after opening the e-mail with a one-time code, with no password.

What you can do

Contracts of mandate and contracts for specific work with candidates
Temporary work agreements
Candidate and employee declarations
Consents to personal data processing (GDPR)
Rules and acknowledgements of working conditions
A record of signed documents per candidate
Agreement templates with fields for the other party: personal data and company data
Signing via e-mail with a one-time code, with no password and no account

Who it is for

Temporary work and employment agencies where every candidate means several documents
Recruitment firms and HR teams working with candidates remotely or in the field
Agencies with their own recruitment or HR system that want to send documents from one place
Coordinators handling many assignments at once who need a full set of documents before the start date

Which staffing agency documents you can sign in SignSafe

Below are typical documents agencies send to candidates. They are examples of use, not a guarantee that every document will meet a formal requirement in every situation. It is always worth confirming scope with your own legal adviser.

Contracts of mandate and for specific work. A template with fields for personal data, rate and dates, completed by the candidate or by you.
Temporary work agreements. For remote sending and signing. A handwritten signature meets the written form requirement, but for employment contracts see the caveats in “What the law says” below.
Declarations. Short documents a candidate signs in seconds on a phone.
GDPR consents. A separate consent document that stays on the account together with the rest of the set.
Rules and working conditions. Confirmation of having read them before the first day on the job.

If a document requires a qualified electronic signature, we can connect one in SignSafe; SignSafe does not support notarial deeds. Details are on the legal security page.

Employment forms digital signing and e-signatures in recruitment

For a recruiter or HR agency, the paperwork around one candidate is a set: the contract, declarations, a GDPR consent and a rules acknowledgement. With digital signatures for temp agencies the whole set goes out as one link and comes back signed on the candidate’s phone, so electronic signatures in recruitment do not depend on a visit to the office. The candidate needs no account and no app, and you track every signature in real time.

A SignSafe signature is handwritten and meets the written form according to a legal opinion; where a qualified electronic signature is needed, we can connect one in SignSafe as a separate feature. Rules for employment contracts, foreign nationals and electronic archiving of employee records are summarised below. For the general flow see paperless contract signing.

A coordinator’s day with e-signature in a staffing agency

In the morning your list shows many candidates starting tomorrow. Instead of arranging a meeting with each one to sign paperwork, you pick them from the contact list and send the same set at once: contract, declaration and GDPR consent. Each person gets their own link.

The candidate opens the link on a phone, on the bus or at home, fills in their details and signs with a finger. They install no app and create no account, so nothing blocks someone who has never used a tool like this.

During the day you receive notifications about new signatures, and the panel shows who is still missing a set. You only need to call the people on that short list. When a set is complete, the PDFs are already on the account, with no scanning and no binders.

When the agency grows and sends documents from its own recruitment system, the same process can be automated. We describe that in the API section below.

What the law says: contracts with workers and foreign nationals

This summarises legal opinions and is not legal advice. If in doubt, consult a lawyer.

According to a legal opinion from Gałecki and Associates dated 21 August 2023, a SignSafe signature is a handwritten signature, and a declaration of intent signed in the app meets the written form requirement (Art. 78 of the Civil Code). According to that firm’s 2021 legal note, there is no obstacle to concluding both employment contracts and civil-law contracts through SignSafe with Polish citizens and with foreigners whose status is equal to that of Polish citizens as regards the right to work.

The same note points to three caveats:

Written confirmation before work starts. For an employment contract, the employer should confirm to the employee in writing that the contract has been concluded and its terms before allowing them to start work (Art. 29 § 2 of the Labour Code).
Interpretation risk at offices and the labour inspectorate. In work or residence permit proceedings and in inspections by the National Labour Inspectorate (PIP), authorities may read “written form” as a paper document. This is an interpretation risk worth factoring in, not a prohibition in the statute.
Translation of the contract. A foreigner must be given a translation of the contract into a language they understand.

The opinions do not settle every situation. The full scope is on the legal security page.

Archiving employee records in electronic form

According to a legal analysis prepared for SignSafe, an employment contract requires written form (Art. 29 § 2 of the Labour Code), and a SignSafe signature is a handwritten signature that preserves that form. Archiving employee records in electronic form is a separate matter. According to the analysis, it requires a digital reproduction bearing a qualified electronic signature or the employer’s qualified electronic seal (§ 10 of the regulation on employee records).

Where a qualified electronic signature is required, we can connect one in SignSafe. A practical note: a document signed in SignSafe and additionally bearing the employer’s qualified electronic seal meets this requirement. You apply the seal yourself, with a separate tool. Settle the details with your legal or HR adviser.

Staffing agencies and the API: documents from your system, signed PDFs back in the candidate’s profile

Staffing agencies are natural users of an e-signature API, because each candidate means many documents and there are many candidates. Instead of sending by hand from the panel, you click “send” in your own system. SignSafe takes the recipient’s details, delivers the document for signing and returns the signed PDF to the right candidate profile.

Scope and time depend on your system, so we price the API individually after a short conversation. If you use another provider today, show us an invoice or offer. You get the same feature set at a price 50% lower than your current provider’s. See also how switching providers works.

The R2T implementation: signing contracts from the agency’s own system

R2T, a temporary employment agency, uses SignSafe to sign contracts with temporary workers (contrat de mission) and with the agency’s clients (contrat de mise à disposition). Signing was integrated through the API with R2T’s dedicated system for running a staffing agency. You can read the case on the R2T API integration page, and R2T’s review is shown below.

Templates with fields and signing with a one-time code, no password

In a staffing agency the same agreement template goes to many people, and each supplies their own details. In SignSafe you prepare a template with fields to be filled in by the other party: personal data (the worker) or company data (the client). You no longer retype data from e-mails and scans.

Signing works in four ways. For people without an account, including foreigners and older people, the easiest is an e-mail on their own device and opening with a one-time code, no password. A person with a SignSafe account can use the password. On site, e.g. at a branch, signing on a device at the point is available. These are examples of use; the R2T deployment is described separately.

Bulk signing: if you sign many documents, you select the ones you want and sign them all at once. It helps when several agreements wait at the same time on the agency or client side.

Template fields, an HR or accounting observer and storage space

In a contract template the worker or the agency’s client enters their own details: PESEL (or an identifier after ticking “Brak”), today’s date (inserted automatically), a date of their choice, numbers and text. This saves recruiters from retyping data.

You can add an observer to a document, for example HR or accounting: they do not sign or send but see the document and receive notifications. A copy of the signed PDF goes to everyone: the agency and every signer. There are no automatic reminders; you resend the invitation manually.

The plan has 1 GB for documents. For larger archives we can connect to an external drive or a server of the client. This is a possibility agreed in the offer.

Less HR administration: time, costs and candidate trust

In a temporary staffing agency administration grows with the number of candidates: each one means several documents to send, chase and find again. When signing happens on a phone, printouts, scans and binders disappear, and the coordinator does not have to book every person for a visit to the office. That means lower costs of handling paper documents and less time spent checking who has signed what.

A simple process also helps the agency’s image: candidates and agency clients sign wherever they are, in a minute, and see that formalities do not hold up the start of work. More about the whole document flow is on the page about electronic document workflow.

Security and legal basis

Documents and signers’ data are stored on servers in the European Union (OVH hosting).

For business customers we sign a data processing agreement, which matters when you handle candidates’ personal data.

A SignSafe signature is a handwritten signature and, according to a legal opinion from Gałecki and Associates dated 21 August 2023, meets the written form requirement (Art. 78 of the Civil Code); at the least, the declaration is valid in documentary form (Art. 77² of the Civil Code). It is not a qualified electronic signature, but where a qualified electronic signature is required (the electronic form under Art. 78¹ of the Civil Code), we can connect one in SignSafe. SignSafe does not support notarial deeds.

Legal and handwriting-expert opinions

Legal and handwriting-expert opinions to download

Gałecki and Associates, attorney Mateusz Potocki · 14 June 2021

Legal note: concluding employment and civil-law contracts with foreigners through the SignSafe app

There are no obstacles to concluding employment and civil-law contracts through SignSafe with Polish citizens and with foreigners whose status is equal as regards the right to work: the signature has the features of a handwritten signature and meets written form. Caveats: the employer should confirm in writing to the employee the fact of the contract and its terms before the employee starts work; authorities (work or residence permits, labour inspections) may read written form as a paper document; a foreigner must be given a translation of the contract.

Download the opinion (PDF)

Gałecki and Associates, legal adviser Tomasz Gałecki · 21 August 2023

Legal nature of a signature placed by hand on the touch screen of an electronic device

A signature placed in SignSafe is a handwritten signature, and a declaration of intent signed in the app meets the requirements of written form. If the signature did not qualify as handwritten, the declaration is still valid in documentary form. In legal effect it is equivalent to a qualified electronic signature: both preserve written form.

Download the opinion (PDF)

legal analysis prepared for SignSafe · 2020

SignSafe and telecommunications law and labour law

A telecommunications service contract can be concluded in written, electronic or documentary form, and SignSafe can meet the durable-medium requirement; verifying the subscriber’s identity is a separate requirement. In labour law an employment contract requires written form and a SignSafe signature is handwritten; electronic employee records must be digitally reproduced and bear the employer’s qualified signature or seal, which SignSafe does not provide by itself.

Download the opinion (PDF)

The opinions are in Polish. Summaries are a translation of their conclusions, not a legal opinion.

Pricing

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You pay for full access to the service, not for the number of documents. No yearly plan and no need to buy several accounts.

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They trust us

Companies from many industries use SignSafe: from staffing agencies and real estate to catering, transport and medical services.

Customer reviews

“SignSafe has significantly improved how we sign contracts with employees and clients. Because documents can be signed remotely, with no need to come to the office in person, recruitment and hiring have become more efficient and less time-consuming. The tool is fully compliant with legal regulations, which gives us confidence that all contracts are fully binding. It is an ideal solution for the temporary-work industry, where operational efficiency is crucial.”

Michel T.R2T — temporary employment agency

Reviews are translated from Polish.

Frequently asked questions

Can candidates sign contracts of mandate and for specific work online in SignSafe?

Yes. You send a contract template to the candidate, who completes the fields and signs with a finger on the phone. According to a legal opinion, a SignSafe signature is handwritten and meets the written form requirement. For employment contracts, note the caveats in “What the law says”. This summarises an opinion and is not legal advice.

Is there an electronic signature for staffing companies that works on a candidate’s phone?

Yes. In SignSafe the candidate opens a link in the phone browser, fills in the fields and signs with a finger, with no account and no app. You send the set to one or many candidates and see status in real time. Bulk sending and API integration are available for larger agencies.

Does the candidate need to create an account or install an app?

No. The candidate opens a link in the phone’s browser, completes the document and signs. No registration and nothing to install.

Can I send documents to many candidates at once?

Yes. You send a document to one or many people at once using your contact list. You see the status of each signature in the panel.

Is SignSafe suitable for GDPR consents and candidate declarations?

Yes. Consents and declarations are short PDF documents a candidate signs on a phone, and the signed versions stay on your account. SignSafe is not a legal adviser, so the agency sets the wording of the consents.

Can a qualified signature be used in SignSafe?

Yes, as a separate feature. A SignSafe signature is a handwritten signature that, according to a legal opinion, meets the written form requirement (Art. 78 of the Civil Code) and is equivalent in effect to a qualified electronic signature, though it is not one. Where a qualified electronic signature is required (for example the electronic form under Art. 78¹ of the Civil Code), we can connect one in SignSafe. SignSafe does not support notarial deeds. This summarises an opinion and is not legal advice.

Can a staffing agency integrate SignSafe with its own system?

Yes. The REST API lets you send documents from your system and receive signed PDFs into the candidate’s profile, and we do practically all of the integration ourselves. This is how it was done at R2T with its dedicated staffing-agency system, for contracts with temporary workers (contrat de mission) and with agency clients (contrat de mise à disposition). Pricing is individual.

How much does e-signature for a staffing agency cost?

The standard plan costs PLN 69 net per month and includes full access and 1 GB for documents. There is a free trial at the start, and you can cancel at any time. The API is priced individually.

Can an employment contract with a foreign national be concluded in SignSafe?

According to the 2021 legal note from Gałecki and Associates, there is no obstacle to concluding employment and civil-law contracts through SignSafe with foreigners whose status is equal to Polish citizens as regards the right to work. A translation of the contract into a language they understand must be provided, and the employer should confirm the contract in writing before work starts (Art. 29 § 2 of the Labour Code).

Will an office or the labour inspectorate accept a contract signed in SignSafe?

We cannot guarantee that. The 2021 legal note points out that in work or residence permit proceedings and in labour inspectorate checks, authorities may read “written form” as a paper document. This is an interpretation risk worth factoring in before rollout.

Can employee records be archived in electronic form?

Yes, provided there is a digital reproduction bearing a qualified signature or the employer’s qualified electronic seal (§ 10 of the regulation on employee records), according to a legal analysis prepared for SignSafe. Where a qualified signature is required, we can connect one in SignSafe, and a document signed in SignSafe and sealed by the employer meets the requirement.

How hard is it to switch e-signature provider to SignSafe through the API?

Simple. Integration runs through a REST API and we do practically everything ourselves. You get the same feature set at a price 50% lower than your current provider’s, on presenting an invoice or offer. We guarantee this.

Can a temporary worker sign an agreement without a password or an account?

Yes. They receive an e-mail on their own device and open the document with a one-time code, with no password and no account. A person with a SignSafe account can use the account password.

Can an agreement template contain fields for personal and company data?

Yes. The template contains fields for the other party to fill in, e.g. personal or company data. The recipient completes them before signing, and you receive the finished PDF.

Can I sign many documents at once?

Yes. You select the documents you want to sign and sign them all at once. We do not state a limit on the number of documents.

Can I add HR or accounting as a person who only sees the document?

Yes. An observer does not sign or send the document but sees it and receives notifications. It suits HR, accounting or a manager.

What details can a worker enter in a contract template?

PESEL (or an identifier), today’s date inserted automatically, a date of their choice, numbers and text. The worker completes them and signs straight away.

What if an agency needs more than 1 GB for documents?

We can connect to an external drive or a server of the client. This is a possibility agreed in the offer.

Does SignSafe speed up signing contracts with a large number of temporary workers?

Yes. You send documents to many people at once from your contact list, and on the signer’s side they can select many documents and sign them in bulk. You see the status of each signature in the panel as it happens.

Does e-signature reduce the load on the HR team in a temporary staffing agency?

Yes, it cuts manual work: templates with fields, sending to many people, tracking status in one place and returning signed PDFs to your records, also through the API. We do not promise specific savings, because they depend on the agency’s scale and processes.

Can a candidate in another city sign a contract remotely, without travelling to the agency?

Yes. You send the contract as a link, and the candidate signs with a finger on their phone, with no visit, printer or account. When the document comes back depends on when the candidate signs; we do not promise timings. Details are on the page signing a contract with a remote candidate (/en/sign-employment-contract-with-remote-candidate/).

Updated: 2026-10-05

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