Electronic Signature: How to Send Requests and Download Signed Reports?

Managers and administrators can request electronic signatures for employees’ timesheets and track signature status.

Day.io lets you send signature requests during payroll locking or later from the Electronic signatures page.

Once employees sign, you can download signed reports and resend or cancel requests.

1. Prerequisites

   • Complete the payroll locking for the relevant Payroll group; only locked groups can receive signature requests.

   • Sign in with a profile that has access to the Payroll section.
     
     

2. Create a request during locking

   • In Payroll > Lockings, select a Payroll Group and Period that has already been blocked.

   • Complete the locking (if you haven't already done so); In the top right of the screen, click on the Request to sign option and choose the columns to be made available in the export.

   • Click on Send Request to create the signature request for the employees.
     
     

3. Create a request from the Electronic signatures page

   • Go to Payroll > Electronic signature.

   • Click + Signatures to open the new request window.

   • Select the Payroll group, define the Locking period, and choose the columns to include.

   • Click Confirm to create the request.
     
     

4. Monitor and manage requests

   • The list shows the Group name, Period, total requests, completed signatures and Status (Pending or Completed).

   • Click a request to see each employee’s status and signing date.

   • To download an employee’s signed report, hover over the name and click Download; the PDF includes a verification token.
     
     
     

5. Resend or cancel individually

   • In the request details, hover over the employee’s row.

   • Click the (…) menu and choose Resend (only for pending) or Cancel.

   • Cancelling removes that employee’s signature; you will need to create a new request.
     
     

6. Perform bulk actions

   • On the main list, hover over the group.

   • Four options appear: Download (emails all signed reports), Cancel signatures, Resend, and Cancel pending.
     
     

Error “This period already has an Electronic Signature request”

This message appears when you try to send a new request from the Closings screen, but the same Payment Group and period already have an Electronic Signature request.

In this case, do not create another request. Locate the existing one and resend it:

1. Go to Payroll;
2. Open the Electronic Signature tab;
3. Locate the Payment Group and period indicated in the message;
4. Check whether the request has the Pending status;
5. Open the request;
6. Locate the employees who have not yet completed the signature;
7. Use the resend option available in the request.

Example: if the error appears for the period from 09/01/2025 to 09/30/2025, look for that same date range in the Electronic Signature tab and resend the existing request.

Important: the Closings screen is used to create the first request. Once a request already exists, tracking and resending must be done under Payroll > Electronic Signature.

Tips and troubleshooting

• Selected columns – choose only the columns you need; this makes it easier for the employee to review the information.
• Resend only Pending requests – only requests with the Pending status can be resent.
• Verification token – the signed PDF displays a code in the footer that validates the signature.
• The period appears as Pending: open the existing request and resend it only to employees who have not signed yet.
• I can't find the period: check the Payment Group and the exact dates shown in the error.
• The error keeps appearing under Closings: do not try to create another request; manage the existing request from the Electronic Signature tab.

Best practices

• Close Payroll correctly before requesting signatures.
• Inform employees that their signature is required to help speed up the process.
• Use bulk actions to save time when there are many employees.
• Before creating a request, check whether the period already appears under Electronic Signature.
• Track the status and number of signatures directly from this screen.
• Resend the existing request to avoid duplicate requests.

Frequently asked questions

1. Can I request signatures for multiple groups?
   Yes. Create one request for each Payment Group.
2. Can I add or remove columns after creating the request?
   No. Cancel the request and create a new one with the correct columns.
3. How do I download all signed reports for a group?
   Hover over the group in the list and click Download.
4. What is the difference between canceling and resending?
   Cancel closes the request and the signatures are no longer valid. Resend sends reminders to employees whose signatures are still Pending.
5. Can inactive employees sign?
   Yes. As long as they participated in the period, they will receive the link by email.
6. Why can't I request the signature from the Closings screen?
   Because the period already has an Electronic Signature request.
7. Where can I find the request that was already created?
   Go to Payroll > Electronic Signature and search for the Payment Group and closing period.
8. Can I create two requests for the same period?
   No. When a request already exists, use the Electronic Signature screen to track and resend it.