How to Send Contracts for E-Signature from Teamtailor
Connect SimpleSign to Teamtailor to send contract templates to candidates automatically, then track their signing status and the signed PDF from the candidate's profile.
This article shows how to connect the two tools, send contracts automatically or manually, and map candidate details into your templates.
Before you start
You need:
- A SimpleSign organization with at least one published template in the workspace you want to use. The template should have one empty signer slot for the candidate. Any signers on the employer side stay on the template.
- Organization admin rights in SimpleSign.
- Admin rights in Teamtailor.
Connect Teamtailor to SimpleSign
- In SimpleSign, open the organization dashboard, go to Integrations and open the Teamtailor tile.
- Click Generate connection code and copy the code. [Screenshot: Teamtailor tile with the Generate connection code button]
- In Teamtailor, open Marketplace, find eSignatures and activate it. Paste the code into the Integration key field and click Save. [Screenshot: eSignatures in the Teamtailor Marketplace with the Integration key field]
- Back in SimpleSign, under Enabled workspaces, tick the workspaces whose templates Teamtailor may use.
Note: The connection code is shown only once and is valid for seven days. If you lose it or it expires, generate a new one.
Good to know: The connection completes the first time a recruiter opens the Send contract action on a job in Teamtailor. The Teamtailor tile in SimpleSign then shows Connected.
Send contracts to candidates
Automatically when a candidate reaches a stage
- In Teamtailor, open a job and go to its stages.
- On the stage where the contract should go out, click Stage actions and choose Send contract. [Screenshot: Stage actions menu with Send contract selected]
- Pick the SimpleSign template. Templates are listed as Workspace › Template.
- Save the trigger.
Every candidate moved into that stage now receives the template for signature after the delay set on the trigger.
Manually to one candidate
- Open the candidate's profile in Teamtailor.
- Click More and choose Add integrations.
- Select eSignatures and pick the template.
The contract is sent immediately.
Track and manage a contract
The candidate's profile shows an eSignatures card with the contract's current status:
- Sent
- Viewed
- Signed by all parties
- Cancelled
- Declined
Click View details to see the full history. When everyone has signed, the signed PDF is attached to the card.
From the card you can also:
- Click Resend contract to send the invitation again.
- Click Cancel contract to withdraw it.
Note: A stage trigger runs only once per candidate. To send a contract again, use the buttons on the card or send it manually from the candidate's profile.
Map candidate details to your template
Teamtailor sends the following details to SimpleSign. To have a detail fill in automatically, give the matching field in your SimpleSign template the external id shown below.
| Teamtailor data | External id |
|---|---|
| Candidate first name | candidate.first_name |
| Candidate last name | candidate.last_name |
| Candidate email | candidate.email |
| Candidate phone | candidate.phone |
| Candidate role | candidate.role |
| Candidate department | candidate.department |
| Candidate location | candidate.location |
| Job title | job.title |
| Job stage | job.stage |
| Company name | company.name |
| Recruiter name | recruiter.name |
| Recruiter email | recruiter.email |
| Custom candidate field | candidate.custom.<field name> |
Custom candidate fields are included only when they're filled in on the candidate's profile.
Troubleshooting
The connection code doesn't work
The code is valid for seven days and is shown only once. Generate a new code on the Teamtailor tile in SimpleSign and paste it into Teamtailor again.
My template isn't listed in Teamtailor
Check that:
- The template is published.
- Its workspace is ticked under Enabled workspaces on the Teamtailor tile in SimpleSign.
- The template has one empty signer slot for the candidate.
A field in the contract stayed empty
Check that the template field's external id matches the table above exactly, and that the detail is filled in on the candidate's profile in Teamtailor.
The candidate didn't get a contract when moved to the stage
A stage trigger runs only once per candidate, and only after the delay set on the trigger. To send again, use Resend contract on the eSignatures card or send the contract manually.
Disconnect Teamtailor
You can disconnect from either system:
- In Teamtailor: remove the eSignatures integration under Marketplace.
- In SimpleSign: click Disconnect on the Teamtailor tile.
Contracts that were already sent keep working. New triggers stop until you connect again with a new code.