Recruitment and HR
PDF tools and e-signatures for recruitment and HR
Send offer letters and contracts for signature, keep right-to-work copies in one protected file and redact what a disclosure should not show. Server jobs run in London and files are deleted within 2 hours.
Try Business free for 30 daysSee how signing works
£6.99 per user a month, billed yearly · from 2 users
What HR teams and recruiters use it for
Built for the paperwork from offer to first day
Offer letters and contracts, signed
Turn the letter from Word into a PDF, place a signature and date field for the candidate and send it. Reminders go out every few days until it is signed, and the certificate records when.
Right-to-work copies in one file
Scan both sides of a passport or residence document with Macaaw Scan or Scan to PDF, keep them as one PDF and protect it with a password before it goes on the personnel file.
Shortlists for hiring managers
Convert CVs that arrive as Word files, merge the shortlist into one PDF and remove candidates’ contact details with redaction that takes out the text underneath.
Handbook and policy acknowledgements
Send an updated handbook with page numbers and a checkbox and signature field, so each person confirms they have read it and you have a dated record.
Onboarding forms
Fill in starter forms, bank details and emergency contact sheets on screen instead of printing them, then merge them into one onboarding file for each new starter.
Subject access requests
Gather the records, redact other people’s personal data, then merge and number the pages so the disclosure is complete, readable and easy to refer to.
Where Macaaw fits in HR and recruitment
Hiring creates a lot of paper for each person: the offer, the contract, identity copies, references and starter forms. Macaaw handles the document side of that work. It does not replace your applicant tracking or HR system; it makes the PDFs that go into them faster to prepare, sign and send.
Personal data needs care. Redaction, signing your own documents and merging run in your browser, so those files never leave your computer. Conversion and compression run on our servers in London and are deleted within 2 hours, and Business workspaces can require two-step sign-in or a passkey for everyone.
Agreements sent for signature are kept encrypted until everyone has signed and then for 30 days, so download the signed contract and file it where your policy says. In a Business workspace members see their own agreements and admins see them all, which suits a recruitment team where several consultants send offers at once.
Playbook
A signed contract before day one
Save the steps as a workflow so every hiring manager prepares contracts the same way.
Prepare the documents
Convert the offer letter and contract from Word to PDF and merge them with the handbook extract the candidate needs to read.
Place the fields
Add the candidate as a signer and place signature, date and name fields. Add the hiring manager as a second signer if they countersign.
Send and track
Choose signing order so the candidate signs first, switch on reminders and send. The status shows when the email is opened and signed.
File the signed copy
Download the signed PDF with its certificate and add it to the personnel file before the start date.
Business plan
One plan for the whole team
Pooled allowances let a busy hiring month use what a quiet one doesn’t.
£6.99per user a month, billed yearly · or £9.99 monthly
- 200 signature requests per user a month, pooled
- Up to 20 signers on each document
- 1,000 pages of text recognition per user a month, pooled
- 500 Office conversions per user a month, pooled
- Files up to 500 MB and 200 files in one task
- Members, roles, shared workflows and central billing
- UK serversServer tools run in London.
- Deleted within 2 hoursFiles from our tools, or the moment you press Delete.
- UK GDPRA data processing agreement on Business.
- Audit trailEvery signed PDF carries its signing certificate.
Questions
HR teams ask
Can an employment contract be signed electronically?
In England and Wales an electronic signature is valid for most employment contracts and offer letters. Documents that must be made as a deed or signed in front of a witness, such as some settlement or loan arrangements, need extra formalities, so check with your adviser. Scotland and Northern Ireland have their own rules.
Do candidates need a Macaaw account to sign?
No. They open the link in the email, read the document and sign on any phone or computer. Only the person who sends it needs an account.
Does Macaaw check whether an identity document is genuine?
No. Macaaw scans, stores and protects the copy you take; it does not verify documents. Follow the Home Office guidance for right-to-work checks and keep copies for as long as your policy requires.
Does redaction really remove the text?
Yes. Redact PDF removes the text and images under each box rather than covering them, and it runs in your browser, so the original never reaches our servers.
Can several recruiters share one plan?
Yes. On Business everyone is a member of one workspace with roles, shared workflows, pooled allowances and one bill, starting from 2 users.
Legal information on this page is general guidance for England and Wales, not legal advice. Scotland and Northern Ireland have their own rules, and deeds or documents that must be witnessed need extra formalities.
Offers out, contracts back, nothing printed.
Try Business free for 30 days with your whole team.