4.1 Extracting a Signature from an ID or Passport

4.2  Uploading and Signing Documents

4.3 Signing Documents via WhatsApp

4.4 Sending a Document for Signature Requests

4.5 Approving and Rejecting a Signature Request

4.6 Managing Your Signed Documents

4.7 Verifying a Signature with Adobe Acrobat Reader

4.1 Extracting a Signature from an ID or Passport

HR managers initiate the onboarding process from the GenieSign web platform. Upon receiving the initial Welcome message, new hires are asked to upload their government-issued ID or passport that contains their signature. GenieSign automatically extracts the signature from the uploaded ID.

• The system shows the extracted signature image.
• If the document provided has a clear signature in it, GenieSign creates a digital signature from it.
• If the signature is not clear, new hires are asked to confirm or re-upload their ID.

After uploading, a digital signature is generated for the new hired.

4.5 Approving and Rejecting a Signature Request

After receiving a document for signature:

• The new hire has the option to Approve (Sign) or Request Changes (by replying in chat).
• If the signature is rejected or the user needs to re-upload ID, the system will prompt them to restart the signature extraction process.

Once confirmed, this digital signature is used in all future documents.

4.1 Uploading Documents

. Once they click Begin Onboarding, new hires receive a WhatsApp message prompting them to upload documents one by one. These include:

• ID (for signature extraction)
• Profile photo on white background
• Bank account details
• Tax Identification Number
• Latest education qualification
• Last 3 pay slips
• Previous experience letters
• Driver’s license (if applicable)
• Visa status and working rights (if applicable)

Each document is acknowledged via WhatsApp after submission.

4.3 Signing Documents via WhatsApp

After all documents are submitted, the system proceeds to the signing stage. GenieSign sends the employment documents directly to the new hire via WhatsApp for digital signing.

• The document appears with an option to Sign.
• New hires click Sign to place their verified digital signature.
• Confirmation messages follow after each successful signing.

Documents include:

• NDA
• Letter of Appointment
• Job Description

4.4 Sending a Document for Signature Requests

This process is automated. GenieSign sends documents for signing based on the pre-set onboarding workflow.

• Each document is sent via WhatsApp.
• The user is guided through signing step-by-step.
• The process ensures one document is signed before sending the next.

4.6 Managing Your Signed Documents

All documents signed by the new hire are securely stored in GenieSign and attached to their onboarding profile.

• HR managers can view the signed documents in the dashboard.
• The documents are locked and protected against tampering.
• HR managers will approve or reject a document on the web application.
• Once a document is rejected, a whatsapp notification is sent to the new hired to re send the relevant document.

(Email delivery of signed documents is a future feature.)

4.7 Verifying a Signature with Adobe Acrobat Reader

Each signed document is blockchain-locked for integrity.

To verify:

1. Open the signed PDF in Adobe Acrobat Reader.
2. Click on the signature panel.
3. Adobe will confirm the document is certified and hasn’t been altered.

This validation ensures authenticity and compliance.

If you have any further questions, please visit our Help Center or contact GenieSign Support.