Revolutionize HR workflows with KAiZEN
From offer letters to policy acknowledgements — automate signing, tracking and compliance with secure, legally-compliant digital signatures built for HR teams.
Built for Every HR Team
From hiring to exit, KAiZEN eSign works the way your HR team already does
Recruitment & Talent Acquisition
Get offer letters, NDAs, and hiring forms signed before your candidate changes their mind. Send documents digitally and close hires the same day.
HR Operations
Stop tracking down employees for contract signatures and policy sign-offs. Manage everything, contracts, leave forms, internal approvals, from one place.
Learning & Compliance Teams
Need everyone to sign the code of conduct or a training acknowledgement? Send it to the whole team at once and know exactly who's signed and who hasn't.
Remote & Distributed Workforce
Your employees are in different cities, sometimes different countries. They can sign whatever you send them from their phone, wherever they are. No printing, no couriers, no waiting.
Important Note
KAiZEN eSign is built for HR and employment documents, offer letters, contracts, NDAs, policy forms, and more. It does not replace any document that legally requires physical notarisation or government registration
How it works
Upload your offer letter, contract, or HR form, or pick one from your saved templates
Add the employees, managers, or candidates who need to sign
Send signing links by Email and WhatsApp
They sign from their phone or laptop, no account needed
You get a signed PDF with a full record of who signed, when, and from where
Features
Bulk Send
- Import a full employee list from the data and send documents to everyone in one click
- Every recipient gets their own unique signing link, no shared forms
- Track who has signed and who hasn't, all from one dashboard
- Automatic follow-up reminders for anyone who hasn't responded
- Perfect for policy rollouts, annual compliance sign-offs, and open enrolment
Signer Record
- Every verified sign-in is logged with timestamp and device details
- Reduces risk of unauthorized or disputed signatures on employment documents
- Gives HR complete confidence that the right person signed
Approval Workflows
- Set a fixed signing order, employee signs first, then manager, then HR head
- The Document moves automatically to the next person once the previous step is done
- No manual follow-up needed at any stage of the approval chain
- Works for offer letters, appraisals, exit forms, and any multi-approver document
- Full visibility into where each document is stuck at any point
Custom Branding
- Add your company logo and brand colours to every document and signing page
- Candidates and employees see your brand, not a generic third-party tool
- Customise email notifications with your company name and tone
- Creates a polished, professional experience from offer letter to exit form
- Builds trust and consistency across your entire employee journey
Reminders & Escalations
- Set automatic reminders at intervals you choose, 1 day, 3 days, 7 days
- If a document stays unsigned past a deadline, it escalates to the manager automatically
- HR gets a daily digest of all pending, overdue, and completed documents
- Candidates and employees get gentle nudges without HR having to chase manually
- Never lose a deal or a hire because someone forgot to check their inbox
Role-Based Access
- Control exactly who on your team can view, send, or manage each document
- Sensitive documents like salary letters or termination notices stay restricted
- Managers only see documents for their own team members
- Full activity log shows who accessed what and when
- Meets internal compliance and data privacy requirements without extra tools
Sign Every HR Document Digitally
KAiZEN eSign covers every document your team needs across the full employee journey.
Offer Letter
Employment Agreement
Onboarding Documents
NDA & Confidentiality Agreements
Employee Handbook Acknowledgement
Leave Request Forms
Expense Reimbursement Forms
Performance Review Documents
Disciplinary Notices
Exit & Separation Documents
Training Completion Forms
Policy Update Acknowledgements
Real Results for HR Teams
Faster Onboarding
70% Faster document turnaround
Reduced Paperwork Costs
₹0 Spent on printing & courier
Improved Compliance
100% Secure audit trail & compliance records
Better Employee Experience
3X Quicker approvals & smoother onboarding
Reviews from Our Clients
“KAiZEN reduced our onboarding time by 60%—HR paperwork that took days now takes minutes.”
HR Head
“"Our onboarding went from a week-long paper chase to a same-day digital process with KAiZEN."”
— Talent Acquisition Lead
Frequently Asked Questions.
Which HR documents can be signed electronically?
Most of the time any document that the HR team regularly handles whether it's offer letters, employment contracts, onboarding forms, employee handbooks, NDAs, leave request forms, performance reviews, expense claims, any kind of policy letter ,acknowledgements, and exit or separation agreements everything can be signed electronically and fully valid.
Do employees or candidates need to create any account to sign documents?
No, there is no need to do so, they simply get a link by email, SMS, or WhatsApp and sign directly on their browser of a phone, tablet, or computer. No downloads, no sign-up, no friction, nothing needed.
Can HR teams send documents to multiple employees at once?
Yes, you can send one document to hundreds of employees in a single go. Everyone gets their own separate copy to sign, and you can see from your dashboard exactly who's signed and who still hasn't.
How does KAiZEN eSign help with HR compliance and audits?
Every document action is automatically recorded, who opened it, who signed it, when they did, and on which device.