Overview
The Signeasy integration with Teamtailor allows you to automatically send documents to candidates for electronic signatures during your hiring process. This integration speeds up the process by sending documents directly from Teamtailor to candidates and other stakeholders.
Features
Automatically send documents to candidates for signature
Include additional signers, like hiring managers, external recruiters, or HR representatives
Track document status directly in Teamtailor
Configure custom document templates
Get real-time status updates
Here is a video on how to integrate Signeasy with Teamtailor:
Setup process
Prerequisites:-
Before you begin, ensure you have:
An active Teamtailor account with administrator access
Signeasy API credentials (Client ID and Client Secret)
Signeasy API’s subscription with the Intermediate or Advanced plan
Getting started
Navigate to your Teamtailor dashboard. On the top right, click on your organisation name to open the drop-down and select “Marketplace”.
In the “Marketplace” page, search for Signeasy and click on the tile that appears. In the page that appears, click on “Activate.”
Here's how to get Client ID and Secret on the Signeasy developer portal: https://docs.signeasy.com/docs/generate-test-api-key.
Note: You'd need to have a developer portal account to get the Client ID and Secret. If you hold the Signeasy account for the web application, you'd have to reach out to our support team at support@signeasy.com.
In the modal that appears, copy and paste the Signeasy Client ID and Client Secret that were provided to you by Signeasy support or from the Signeasy developer portal. Then click on “Validate credentials”. Once validated, click on “Save”.
The integration is now enabled for your organisation.
To complete the setup, you will need to create an API key for your Teamtailor account and share it with the Signeasy support team. This API key will be added to your Signeasy account to allow Signeasy to fetch user details from your Teamtailor account. This step is necessary to enable you to map those users to specific roles on your Signeasy templates. To do this, navigate to your Teamtailor settings:
On the left sidebar, scroll down to Integrations -> API Keys. In the main area on the right, click on “New API Key” to start creating a new key.
In the modal that appears, give your API Key a name. Then, set the scope to “Admin” and check the box next to “Read” under permissions. Once done, Create the key.
Copy the generated key and share it with the Signeasy support team so it can be configured for your Signeasy account.
Using the integration
Setting up document templates
In your Signeasy account, create a template with single or multiple signer role. These roles will be mapped to corresponding users in Teamtailor, such as recruiters, hiring managers, or candidates.
Along with the standard fields that need to be filled out or signed, you can also add Text fields with Field automation enabled. When setting up automation, make sure the Merge field label matches exactly with one or more of the field names listed in the table below.
Merge field label | Field mapping |
tt_candidate_name | The full name of the candidate |
tt_candidate_first_name | Candidate first name |
tt_candidate_last_name | Candidate last name |
tt_candidate_role | Role for which the candidate is being hired |
tt_candidate_email | Candidate’s email, if available |
tt_candidate_phone | Candidate’s phone number, if available |
tt_candidate_department | Department for which the candidate is being offered |
tt_candidate_location | Location(s) of the job. Multiple locations will be added as a comma separated value |
tt_salary_amount | Salary amount offered* |
tt_salary_time_unit | Salary time unit (annual, monthly, etc.)* |
tt_salary_currency | Currency of the salary* |
tt_company_name | Name of your organisation |
tt_candidate_{candidate-custom-field} | If a custom field is defined for the candidate it can be added here* |
tt_job_{job-custom-field} | If a custom field is defined for the job, it can be defined here* |
Note:
* To use the predefined fields listed, the Job Offer add-onmust be enabled in your organization’s subscription. Additionally, a job offer must be created for a candidate for these fields to be populated.
* Alternatively, you can use custom fields created for either the candidate or the job to supply this information. To learn how to create a custom field, refer to this TeamTailor article.
* Please note that merge field labels in Signeasy follow a specific format of tt_candidate_{custom-field} and tt_job_{custom-field}. For e.g., if you create a custom field with a name “Salary currency,” the API name for that field would be “salary-currency” and the corresponding merge field label in Signeasy will need to be of the format “tt_candidate_salary-currency” or “tt_job_salary-currency” depending on whether the custom field is defined for a candidate or a job respectively.
Once the Signeasy template has been created, you can now go ahead and configure the integration as an automatic partner event or manual trigger.
When you add the trigger, a few additional steps are required to complete the configuration.
First, select the Signeasy template you want to use from the dropdown.
Then select and map the roles in the Signeasy template to the Teamtailor hiring team members or the candidate.
In the “Additional Options”, you can configure a delay between moving the candidate to a stage and triggering the Signeasy signature request.
Click on Add Trigger to complete the configuration.
Once set up, whenever you move a candidate to the stage where the trigger is configured, a signature request will be sent automatically. Alternatively, you can manually trigger the signature request from the candidate’s card. To ensure that salary details are pre-filled in the document, make sure to create a “Job offer” for the candidate, or use custom fields.
Tracking status
The status of a Signeasy signature request is updated automatically on the candidate card when the signers open and sign the documents.
