Read receipt and electronic signature

What the read receipt is

The read receipt is a confirmation the employee makes voluntarily from the CheckBiz360 app after accessing the content of a document. On pressing the confirmation button, the system records:

• Who confirmed: the employee's name and identifier within the platform.
• When they confirmed: the exact date and time of the action.

This record is linked to the document and can be consulted by managers with back office access. It is neither editable nor deletable, which guarantees the integrity of the record.

How it works for the employee

When an employee accesses a document from their CheckBiz360 app, they can read or view the complete content. If the document has the reading confirmation option enabled, a button appears on the document detail screen allowing them to confirm they have seen the content.

Once the confirmation has been made, the button disappears and the document is marked as read in the platform's record. The employee can still access the document at any later time.

How the manager sees it

The manager can consult the read receipt status of each document from the back office. The detail of a document with reading confirmation enabled shows:

• The list of employees the document is addressed to.
• The status of each employee: whether they have confirmed reading it or have not yet done so.
• The date and time of confirmation for each employee who has already acted.

This information lets the manager easily identify who has acknowledged receipt and who has not, and act accordingly —for example, sending a manual reminder or following up directly with the employee.

How to enable reading confirmation on a document

When creating or editing a document in the back office, you will find the option to require reading confirmation in the document form. The process is as follows:

1. Sign in to the back office and create a new document or edit an existing one.
2. Enable the Requires reading confirmation option in the form.
3. Make sure the document is visible to the recipient employees (not marked as private where that is not appropriate).
4. Save and publish the document.

If you have push notifications enabled for the document module, the employee will receive an alert indicating that they have a document pending confirmation.

Common use cases

The read receipt is especially useful for:

• Circulars and internal announcements: the manager needs to know that all employees have read a procedure change, a new internal policy or a significant company communication.
• Contractual and employment documents: payslips, updates to terms of employment or schedule agreements where it is worth having evidence that the employee has received and seen the document.
• Risk prevention rules: safety protocols or health and safety documents the employee has to be aware of and whose receipt is worth evidencing.

Electronic signature

A future version of CheckBiz360 will offer an electronic signature mechanism that will allow the employee not only to confirm they have read a document, but also to give their express agreement through a signature recorded with full traceability. This mechanism covers the possibility of refusing to sign and the detailed recording of each request's status (pending, signed, refused).

For documents that in their current context require a higher level of signature —such as certain contractual amendments— consult your legal adviser about the options available through external certified signature services compatible with the eIDAS Regulation.