Sign documents with QES in PeopleForce using the Autenti integration — and here’s how

From contracts to NDAs and certificates, key documents must be signed and stored securely right from the start of the employee journey. We just made this process easier! 

With the Autenti integration in PeopleForce, you can sign everything using Qualified Electronic Signatures (QES) directly within the platform – no downloads, no switching tools, and full compliance guaranteed.

We offer an automated solution for signing and storing employee documents, fully compliant with eIDAS regulations across the EU – and aligned with Polish labor law requirements. Let’s explore how it can support your HR processes.

What is the PeopleForce + Autenti integration?

PeopleForce is one of the first all-in-one HR platforms to offer Qualified Electronic Signature (QES) integration with Autenti. The QES is the highest level of electronic signature, legally equivalent to a handwritten signature, and ensures compliance with Polish and EU labor regulations.

This integration allows HR teams operating in Poland, or across Europe where local labor laws require secure digital document management, to seamlessly sign and store legally binding documents directly within PeopleForce. Why should you use this integration?

Why should you use this integration?

In Poland, up to 40% of employee-related documents require a Qualified Electronic Signature (QES) to be legally valid. This created a challenge for HR teams, as finding a solution that could automate this level of signing was difficult.

Previously, HR teams had to manage the signing process outside of their HR system, juggling multiple platforms, uploading documents, and tracking everything manually. Now, with the PeopleForce + Autenti integration, everything can be done in one place, using a legally compliant, secure, and fully automated process. 

What can you sign using QES?

With our integration, you can easily sign all the necessary documents required for QES for the region:

• Employment contracts – ensuring compliance from day one
• Employee questionnaires – simplifying preboarding and onboarding
• Non-compete agreements – managing them digitally with ease
• Medical and tax forms – securely signed and stored
• Employee certificates – including criminal record and attorney-related documents
• Letters of notice
• Various agreements – covering all types of employee-related documents

How exactly does it work?

This integration with Autenti ensures a smooth and legally binding process for signing documents directly within PeopleForce. Autenti offers three types of electronic signatures, all compliant with eIDAS regulations: Autenti e-signature, Autenti advanced e-signature, and Qualified Electronic Signature (QES). Let's take a closer look at the most secure option — the Qualified Electronic Signature (QES).

What is QES?

The Qualified Electronic Signature (QES) is the highest level of electronic signature. It requires identity verification by a qualified trust service provider and is created using a qualified signature device, ensuring the signer has sole control over the signature. This makes it a perfect solution for contracts that need to hold up legally.

What about legality and security?

Autenti’s eSignatures are legally binding across the European Union, thanks to the eIDAS regulation. Specifically, the Qualified Electronic Signature holds the same legal weight as a handwritten signature throughout the EU. Autenti also ensures that the documents remain secure with encryption, document integrity checks, and compliance with eIDAS standards, and ISO/IEC 27001:2017, so you can be confident in the safety and authenticity of signed documents.

How can you enable this integration?

Learn more about the integration details in our Help Center. 

How could you track the signing process?

When using this integration, you can easily track the status of documents in real time through PeopleForce. Notifications will alert you when documents are signed, or sent, or even if they need revision, making the whole process transparent and easy to manage.

So whether you're handling one document or several, this integration allows you to gather signatures quickly, securely, and without hassle, ensuring compliance from day one!

Optimize your preboarding and onboarding

This integration makes preboarding and onboarding a breeze, especially when HR documents need to be signed quickly. Forget about printing, scanning, or emailing contracts – just upload, send, and store everything digitally in PeopleForce.

Even candidates who haven’t yet been added as employees can sign e-documents, simplifying the process and ensuring a smooth onboarding experience. 

With 30% of all HR documents signed during preboarding and onboarding, this integration helps new hires sign everything digitally in PeopleForce, ensuring compliance from day one – no extra steps needed.

Connect multiple employees to sign a document

With PeopleForce, you can easily have multiple people sign the same document. For example, HR or the document owner can simply upload the document and select the required signers. If you want to optimize the process, the auto-match feature allows you to automatically assign signers based on predefined criteria like employee IDs, names, or other document attributes. This makes it quick to gather signatures from everyone involved.

More about Autenti

As a certified Qualified Trust Service Provider, Autenti operates in full alignment with the eIDAS (Electronic Identification, Authentication, and Trust Services) Regulation, which standardizes electronic signatures across the European Union. This ensures that its electronic signatures are legally valid and enforceable, giving businesses confidence that their signed documents hold the same legal weight as handwritten signatures. Autenti’s commitment to security is reflected in its compliance with international standards, ensuring that your documents remain safe, confidential, and protected throughout the signing process.

PeopleForce + Autenti integration in a nutshell

Here’s why PeopleForce + Autenti is a game changer:

• Full compliance with Polish and EU labor laws (eIDAS, GDPR)
• Legally binding signatures without needing to switch platforms or send documents separately
• Provided Qualified Electronic Signature (QES) for all region-specific documents requiring it.
• Automatic document storage — no more manual uploads
• Faster preboarding and onboarding with fully digital workflows
• No more compliance risks — all documents meet regulatory standards

Ready to ditch the paperwork? Try the PeopleForce + Autenti integration and automate your HR document signing today!