In a digital scenario what do you do? You have control. You simply turn it into PDF, upload it in the tool, it goes to the opposite party. You have a track. Simple. Many of the times it is signed in half a day. You don't have to bother

A replacement is simply to take it to a digital mode where you can be in complete control of the process. In a digital scenario what do you do? You have control. You simply turn it into PDF, upload it in the tool, it goes to the opposite party. You have a track. Simple.

So when you implement [a digital solution] company wide and you expect other parties to also use it, then for people who are using the digital solution for the first time it is a challenge. The whole thing is about user-friendliness.

And [in] this whole bargain, there are papers and stamp duty that are wasted

There are resources deployed to do all this. You have to wait. There are no controls around there. You have to keep hunting. What happened? Where is the paper? Again keep tracking

There are discrepancies. People don't know where to sign, what to sign. People leave blanks

Signatures used to take 10 working days to two weeks. So after the agreement is closed, you tell the opposite party, “you're supposed to print, you're supposed to pay stamp duty.” Then they'll go around hunting for stamp papers and pay stamp duty. They'll do the printing, they'll take signature, and that will be couriered and will be sent across to us. Then you take signatures from your own signing authority. The best case scenario is two weeks. Nothing less than this

All of them were physical signatures. This involved buying stamp papers or franking, printing the agreements, and then sending them with a person. If we have printed [then] it has to go to the other party. If other parties are printing, then other parties that are all over the world and everywhere in India have to do the franking, printing and signing. Then it has to come [to us] and then we sign.

Mohit (Leegality’s Customer Success Executive) and team have been extremely useful. Support has been genuinely good. Having somebody who wants the product to succeed in your organization is great. And Mohit is, literally, just a call away.

The idea is about how neatly it can sit in my ecosystem. And Leegality was not very difficult in that sense because the platform was fairly intuitive. Even our tech integrations were simple. Our user onboarding was simple

Leegality was not very difficult because the platform was fairly intuitive. Very few people had to come and ask us once the onboarding was done ‘okay, what do I do here?’ Some of the best products fail because they are not easy or they need too much user training. This is not the case with Leegality

It gives you a good database and provides insights into - 

1. What all appointment letters have we generated? 

2. What is the average number of days in which people are filling it? 

3. Are there instances where after the joining date, an appointment letter is getting signed? 

You also get to know a little bit about whether the candidate is willing to join us by the way they are interacting with the appointment letter. It's very real in the situation today - people accept an offer but still keep looking out.

The appointment letter is a legal document. In a legal document, one needs to ascertain a few things in case of a dispute that may arise. Some of those things could be - 

1. It gives an assurance of the existence of the document 

2. That this agreement has gone through multiple levels of signing and reviewing in the company 

3. It has been signed by the candidate 

4. It was signed willingly 

5. Identity authentication of the candidate happens through the Aadhaar servers 

An audit trail becomes important to make sure that the people who were supposed to have seen it and understood it and signed it, have actually seen it, understood it, and signed it. There is no other way to ascertain that.

Now our appointment letters reach people before the date of joining and we get a very clean and solid audit trail. We know at every point in time who has done what, when, and from which IP. The documentation is very solid

Our manpower is actually freed to do jobs that they find more meaningful

Digitising the appointment letters solves the problem of couriering, checking, having to walk up to that person's desk and then bringing it back. It also makes it easier from a storage point of view. There's no need to take prints and scans of the appointment letters any more - it's all kept safely in the system.

The DSC tokens have simplified it further for the authorised signatories as they don't need to enter separate OTPs for every document that they are signing.

In a paper-based approach, the HR team had to review 10-page documents for all 100 candidates - which comes to around 1000 pages. But with the excel upload feature, they can simply review 100 lines on an excel sheet

There were times when we would end up onboarding hundred people at the same time. And physically, that process can be tedious for initiators as well as our reviewers and authorised signatories. Our signatories have to sit and sign the same thing again and again.

We have done an API integration. All the signed documents are sent to the company server. Now, the signed appointment letter and the audit trail go directly to the employee's folder created in the server. It is there for audit purposes for posterity.

Our signatories are senior individuals who have a lot of documents to sign. Before a document goes to our authorised signatory for signing, there is an interim check. It's good to have another pair of eyes to look at the document. In case the initiator has missed something, there is still a reviewer. That way it is a fail-safe mechanism.

Most importantly, we had a list of things that we wanted from the platform, and Leegality was capable of giving us that.

Appointment letters were easy to create because of [Leegality’s] templates

We found Leegality to be extremely simple and intuitive for our end users. This was a critical ask to ensure quick and widespread adoption of the solution.

For me, an audit trail was important - knowing that if a dispute were to arise, the document would stand in a court of law. Leegality’s Secure Audit Trail met these parameters.