Since late 2018, ISS Facility Services Iberia has used Namirial’s electronic signature to digitize and speed up one of its core processes: signing employment contracts.
A clear, solid contract is the foundation on which the success of any service management company rests. If contract processing isn’t closed due to delays or oversights, the outsourced service is affected, which harms service quality.
For this reason, in search of an efficient process for managing employment contract signing, ISS Facility Services Iberia began a project with Namirial to ensure the best results. And they’ve achieved it.
100%
of employment contracts signed digitally
6,000
onboarding processes per month
2,200
monthly signatures
The Challenge: Geographic Dispersion and Paperwork
Before using Namirial, ISS Facility Services Iberia identified that its main problem in managing employment contract signing was the geographic dispersion of its future employees. With 6,000 onboarding processes a month and employees located across the Iberian Peninsula, it was often very difficult for a future employee to visit one of the company’s 29 offices in person; in some cases, the worker had to travel more than 100 km just to sign the contract.
Traditionally, the HR manager generated the contract from Conektia, their HR management software, and sent it to workers by post (40% of shipments) or email (the remaining 60%), requiring in the latter case that the worker print, sign, scan, and resend the document.
This traditional process was costly and slow, difficult to track accurately, generated an enormous volume of paper, and required continuous follow-up with employees. ISS calculated that, on average, the full process could take more than 7 days — a volume that also doubled or tripled from June to September due to holiday-period staff rotations.
The Solution: Electronic Signature Integrated into Conektia
After identifying these problems, ISS Facility Services Iberia decided to integrate Namirial‘s advanced electronic signature through Conektia for signing employment contracts, already processing over 2,200 monthly signatures with the goal of reaching 100% of contracts.
The sending process is completed in 5 simple steps: the HR manager accesses Conektia, uploads the document or selects a template, includes the fields to be filled in and the signature field, enters the recipient’s email, and clicks “Send Document.” The worker receives the document by email and can sign it in 3 steps, with no need to be registered with Namirial: open the email, click “View Document,” and read and sign. Once signed, both sender and signatory automatically receive a copy.
“Thanks to Namirial, HR managers have signed contracts in a matter of minutes. We’ve undoubtedly made a qualitative leap compared to our previous management.”
— Manolo Gerbolés, Director of Personnel Administration at ISS Facility Services Iberia
Results: Time, Security, and Savings
HR managers have gained time thanks to electronic signature: on average, they spent 10 minutes printing the contract, while with Namirial it takes 10 seconds to create it digitally and send it for signature. In addition, once signed, documents are automatically uploaded to workers’ digital employment files, organized, secure, and accessible from anywhere.
Rolling out the tool posed no complexity at all: integration with Conektia was relatively quick, and workers had no trouble adapting to the new workflow.
In terms of savings, ISS calculated that the 6,000 monthly shipments of employment documentation (around 1,440,000 pages a year) represented a paper and toner cost of over €48,000 annually, on top of postal shipping costs, which could reach as much as €288,000 a year for certified mail.
According to Manolo Gerbolés, the main advantages of using Namirial are the simplification of processes – the HR manager can close the entire process without travel – the tool’s ease of use, the greater security of digital information compared to paper, having a digital worker file that’s always accessible, and meeting the company’s environmental commitment by eliminating paper use in its onboarding processes.
Disclaimer: this success story was originally produced and published by Signaturit. Following the integration of Signaturit into the Namirial Group, it is now hosted on the Namirial website for archival and informational purposes. The results, figures, branding, and product references reflect the customer experience at the time of original publication and may no longer represent current offerings or outcomes.