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.
     
     

Tips or troubleshooting

• Select columns wisely – choose only the necessary columns to simplify employee review.

• Resend only pending – you can only resend requests for pending signatures.

• Verification token – each signed PDF includes a code in the footer to confirm authenticity.

Best practices

• Close the payroll correctly before requesting signatures.

• Communicate with employees about signature deadlines to streamline the process.

• Use bulk actions when there are many employees to save time.

Frequently Asked Questions

1. Can I request signatures for multiple groups?
   Yes. Create a separate request for each payroll group.

2. Can I change columns after creating a request?
   No. Cancel the request and create a new one with the desired columns.

3. How do I download all signed reports for a group?
   Hover over the group in the list and click Download.

4. What’s the difference between cancel and resend?
   Cancel terminates the request; Resend sends reminders to pending employees.

5. Can inactive employees sign?
   Yes. They receive the link via email if they participated in the period.