See who’s off next week with Claude or ChatGPT
Start free trial

Run everyday HR

Calendar, leave and attendanceHoliday, sickness, rotas and who’s in today People managementEvery employee record, kept in one place Performance and goalsReviews, objectives and one-to-ones Perks and allowancesBenefits, allowances and discounts in one place

Take care of the paperwork

Onboarding automationNew starters ready before day one Documents and e-signaturesContracts sent, signed and filed Integrations and AICalendars, webhooks and your AI assistant
For employeesWhat your team sees when they sign in

Contracts sent, signed and filed in one place

Upload a contract, add signature fields and send it. Employees sign in Vacaydiary, and the dated PDF is saved to their record. E-signatures are included in every plan.

Start free trialBook a demo
  • 0Extra e-signature subscriptions
  • 2 signersThe employee, then a countersigner, in order
  • 10 MBPer file, in PDF, Word, Excel or image formats
  • 5 categoriesFrom contracts to certificates, filed as they come in

Sending

Send a contract for signing in a few clicks

For a simple contract, choose Quick send and Vacaydiary puts the signature box on the last page for you. For anything else, drag signature, name, date and text fields exactly where they belong.

  • Add a countersigner, such as their manager or a director, to sign after the employee
  • Signers sign in order by default, or all at once if you prefer

Signing

Your team signs without leaving Vacaydiary

Employees open signing requests from their home screen or email and sign in Vacaydiary using their existing account. Each signed PDF is digitally sealed.

Tracking

Know exactly where every contract is

See which contracts need a decision or signature and which are signed. Each request has a timeline showing when it was sent and opened, with reminder and signing dates.

  • Press Remind to nudge a signer, or void a request if the contract changes
  • Every action goes in the audit log

Filing

Every document on the right person’s record

Files are grouped by category on each employee’s profile, including contracts, reviews, ID and certificates. Add expiry dates to receive warnings in the app and by email.

  • Choose whether each document is for HR only or visible to the employee
  • Employees can send HR their own ID, certificates and training records
  • Preview PDFs and images without downloading them

Contracts signed as part of onboarding

Add a signing step to your onboarding workflow and the new starter signs their contract in their portal before day one. The workflow can wait until it’s signed before sending the next email.

Explore onboarding

Technical detail

How signing works

E-signing uses Documenso, hosted on our own server. Documents are stored privately and can only be opened by authorised users or invited signers. Only PDFs can be signed.

Questions about documents

Can’t see yours? Ask us

No. Signers are employees or admins in your workspace. That covers employment contracts, policies and countersignatures.

PDF, Word, Excel, PNG, JPEG and text files, up to 10 MB each. Documents for signing need to be PDFs.

You send reminders yourself with the Remind button, so you decide when someone gets a nudge.

Only the ones you’ve made visible to them, plus anything they’re asked to sign. Documents marked for HR stay with HR.

No. E-signatures are included in every Vacaydiary plan.

Keep exploring

People managementRight to work evidence and records alongside the documents. Security and privacyWhere documents are stored and who can open them.

Try Vacaydiary with your team

Try every feature free for 14 days. Set up your workspace and invite your team when you’re ready.

Start free trialBook a demo

Card required. Cancel before your trial ends to avoid a charge.