More and more training centers are choosing to digitize the signing of documents. This is a smart decision, as it ensures both time and cost savings. The expenses associated with document signing processes can be high, which can ultimately raise costs for learners.
E-signatures are particularly essential when offering distance learning courses. Through digitalized attendance tracking, individuals worldwide can participate in training programs. However, implementing e-signatures can be a delicate process. How should one proceed? This is the first question that arises, but it’s even more crucial to understand how to ensure a successful integration.
This article outlines the steps to follow for a smooth transition to e-signatures, including tips for success.*
Analyze the needs of your training organization
As with any new project, integrating e-signatures into the training process requires thorough analysis. What needs to be done exactly? The first step is to set clear goals for launching an e-signature solution implementation project. Generally, the objectives are to:
- speed up contract signing,
- reduce management costs,
- simplify attendance management.
Then, it’s essential to identify the type and volume of documents that need signing, as this will help determine the necessary tools to use. It depends on the number of training programs offered and the number of learners.
To complete this analysis phase, the training center must also evaluate its resources:
- are the available budgets sufficient?
- is the team capable of managing the project and ensuring its success?
- what about the necessary hardware resources?
In other words, it’s crucial to anticipate potential obstacles and find solutions. This step is fundamental because it can influence the success of the e-signature integration process.
The training center also has another obligation: to check the legal requirements for using e-signatures in its sector. These are usually technical and legal in nature.
Define the process to follow
The project analysis is a preparatory step. Once completed successfully, the next phase can begin. This involves defining the process to follow to integrate e-signatures into the training process. The goal is to simplify the process as much as possible.
The first task is to determine when the signature should be triggered. Next, the training organization must define the steps that signatories must go through. Several questions need to be asked, including:
- will there be a reflection period?
- should a specific order be followed?
- what device should be used?
Choose the type of e-signature
Choosing the type of e-signature means determining the level of security. It all depends on the document being signed. There are different types of signatures that comply with the European regulation known as eIDAS.
The training organization can opt for the “simple” level. The simple e-signature (SES) is the most commonly used, as it offers quick use. The process takes only two clicks, without identity verification or complex consent requirements.
This doesn’t mean that the SES has no value. It can even be used for managing membership contracts or authentication. It’s also possible to increase its credibility by creating a proof file. This file may include:
- the signatory’s email address,
- their phone number,
- the IP address of the device used when signing the document.
The advanced e-signature (AES) uses a more detailed verification system. It ensures that the signed documents have not been modified and helps identify the signatory.
Finally, there is the qualified advanced e-signature (QES). This is the preferred choice for a higher level of reliability. However, opting for a qualified e-signature may be more demanding, as the authentication procedures will become stricter. This could delay the signature process.
Choose your e-signature provider
Selecting the right partner to handle document signing is crucial. The goal is to have effective tools at your disposal and to benefit from better support in this digital transformation.
Several e-signature platforms are currently available on the market. Edusign is a reference partner for training organizations looking to use e-signatures. We offer powerful tools to easily manage the signing process for:
- distance learning courses,
- in-person courses,
- agreements,
- internal regulations.
Edusign’s e-signature software is equipped with innovative and scalable features. Its implementation is straightforward, saving users a significant amount of time.
In addition, the security of the document signing process is guaranteed. Edusign also ensures that its solutions comply with the eIDAS regulation. Data protection is an essential criterion when choosing an e-signature tool.
Implement the e-signature solution
Once the provider is chosen, it’s important to request comprehensive information about the offered solution. Afterward, the contract can be signed.
The implementation of the e-signature tool can then begin. Typically, the provider should provide a guide and assistance to facilitate the software integration. The provider is expected to help the training center’s team with installation and configuration tasks.
Be aware! All staff in the training organization must be trained to use the e-signature tool. This step is crucial to ensure a smooth transition. If necessary, don’t hesitate to run tests. The goal is to familiarize all collaborators with the tool and ensure its efficiency.