Santos Dioses · Internal

Getting our agreements signed

Alex, here's a simple, low-effort way to get the 30 employee and contractor agreements signed and on record. Quick version first; the detail's below if you want it.

From Robb · June 2026

TL;DR

SignWell sends all 30 agreements at once. Each person signs online in a couple of clicks.
You get back a signed PDF for every person, with a full legal record - who signed, when, and from where - and each person is automatically emailed their own copy.
They stay private to you. Everything lives in your account. I never see them.
Your move: pick Option A or B below and send me the Word doc. That's it.

What I'd use

SignWell $10/mo · unlimited. It turns your Word agreement into a reusable template, sends a personalized copy to all 30 at once, captures each signature as a locked PDF with a full audit trail (who signed, when, the date, time, and IP), emails each person their copy, and tracks who's done.

Your agreements stay yours

The whole point of this setup is that I don't see everyone's terms, and I won't. The account is in your name, the signed agreements live in your account, and I'm deliberately not on it. I'll help get it stood up; I won't hold the documents.

What it needs to do

Take your Microsoft Word agreement and make it signable.
Capture the signature and the finished, signed document.
Keep a signed PDF with a record of who signed, when, from where (IP), and the exact date and time.
Send each person a copy of their completed agreement.
Do all of this for 30 people without becoming a part-time job.

The honest answer on whether there's a clever AI way

I had this looked into. For agreements that have to hold up legally, the thing that actually matters is the audit trail and the tamper-proof record - that's what gives an e-signature the same legal weight as a wet one under U.S. law (ESIGN and UETA). Proven tools generate that automatically. Building something custom, or self-hosting our own signer, would add legal risk and upkeep for no real gain. So I'm not going to overbuild this. Use a solid tool, keep it simple.

Why SignWell

What you need	How SignWell handles it
Word doc → signable	Upload the .docx; place signature and date fields once with drag-and-drop. It becomes a reusable template.
Send to all 30 at once	Upload a list of the 30 names and emails, click once. Each person gets their own personalized copy. No sending one at a time.
Who / when / where	Every signed PDF is locked from edits and carries a timestamped audit trail with signer identity, IP, and time - the legal certificate of evidence.
Copy back to the signer	Each person is automatically emailed their completed agreement.
Tracking	A dashboard shows signed vs. pending, with automatic reminders to anyone who hasn't signed yet.
Cost	$10/month, unlimited documents - vs. $15 for DocuSign or Dropbox Sign, for more capability on exactly this bulk case.

Two ways to set it up - your call

Both keep everything in your hands. The template gets built for you either way, so you're never starting from a blank screen, and we run one test together before anything goes to the real 30.

A A Santos account I set up for you

I stand up a Santos People Ops email and a SignWell account in your name, build the template from your Word agreement, and hand you the keys. Best if you'd rather the setup just be done for you - and it gives Santos a clean, reusable setup for every future hire. You own it; I stay off it.

B Your own account

You create a SignWell account with your own email. I hand you the template already built, plus a one-page how-to. You drop in the list of 30 and hit send. Nothing to set up beyond that, and it's entirely yours from the start.

One alternative worth knowing

Google Workspace has e-signature built in (free if Santos is on Business Standard or higher). It takes Word files and produces a signed PDF plus an audit trail with name, IP, and time. It's a fine free option for one-off hires down the road, but it has no bulk send - so for this batch of 30, SignWell is the easier call.

What I'd skip, and why

DocuSign / PandaDoc - more money and more features than this needs.
Self-hosted open-source signers - legally fine, but a deploy-it-and-maintain-it burden. Not worth it for this.
A custom build - the legal audit trail is the whole point, and there's no reason to reinvent it.

Next step

Tell me whether you want option A or B, and send me the final Word agreement. I'll get the template ready, and we'll run one test together so you see the whole flow - sign, audit-trail PDF, copy delivered - before anything goes to the real 30.

- Robb