How to handle bulk recruitment this summer without manual processes

Summer is fast approaching, and one thing is certain: there will be a surge in recruitment across numerous sectors. From waiters to shop assistants in local businesses, job vacancies in the service sector are on the rise, bringing with them the inevitable flurry of activity. And whilst many of these roles are filled months in advance, others require immediate recruitment.

For the Human Resources department, this volume can cause major headaches if it relies on paper, as managing mass onboarding under pressure not only increases the risk of administrative errors but also slows down business operations just when you least need it.

Today we show you how Viafirma’s remote signing solution is the ideal way to manage mass onboarding this summer, ensuring greater efficiency and control over the documentation you handle in your business.

Why do bulk recruitment processes overwhelm HR departments?

The summer months are, alongside the Christmas period, the season when the highest number of hires take place, not only in Spain but globally. Driven by factors such as a greater influx of tourists and the revival of consumer spending fuelled by summer opening hours, companies need workers who can meet demand immediately.

From waiters to shop assistants, the labour market needs to fill thousands of vacancies in record time. A complete nightmare for any HR manager. And although many of these hires are made through job advertisements published months before the start of the summer season, in other cases staff are brought on board from one day to the next.

Without the right tools, this rush leads to chaotic management: erroneous data due to haste; lost documents or unsigned contracts; bottlenecks at head office when processing hundreds of simultaneous on-boardings.

The good news is that the problems mentioned all stem from the same root cause: manual document management. Going paperless through electronic signatures and automation not only prevents chaos but also ensures that every new employee is legally on board before their first day begins.

How to manage bulk onboarding step by step with Viafirma

Digitising your business’s bulk onboarding doesn’t have to be a complex process, nor does it require months of training. Viafirma’s unattended signature solution is designed to integrate intuitively into your workflow, replacing repetitive tasks with a streamlined and secure process.

It’s worth noting that you don’t need to work in isolation. Thanks to our API integration, you can connect your payroll, ERP or CRM software to Viafirma. This allows contracts to be generated and sent automatically.

Here’s how to turn the chaos of seasonal hiring into a seamless process in just four steps:

Step 1: Document generation

The first step in sending a document via Viafirma’s digital solutions is to create the document itself. Although this is an essential step, for many companies it can be a tedious task; that is why Viafirma allows you to create default templates (for example, an employment contract template), which you can continue to use later. One of the strengths of this feature is the ability to configure policies and evidence according to your preferences. One of the most popular methods is OTP verification via SMS or email, which the employee will receive conveniently on their mobile phone.

Step 2: Sending the documents

Next, send the documents that the employee needs to sign. These may range from the employment contract itself to other types of documents such as confidentiality agreements, information on working conditions, collective agreements or social security registration.

At Viafirma, we also offer you the option to send multiple documents with a single click using our ‘batch signing’ or ‘mass document sending’ feature. The Head of Human Resources or the person responsible for this task can share one or more documents with multiple recipients, and each will receive them individually, saving both time and money.

Step 3: Remote and multi-device signing

Once the employee has received the documents to be signed, they can complete the process remotely, wherever they are, without needing to visit the restaurant, shop or premises wishing to hire them. To do so, they simply need an electronic device—be it a mobile phone or a computer—and can sign directly from there.

Step 4: Real-time tracking

By default, Viafirma will notify the user when the signing process reaches a final status or is approved. Furthermore, the person who sent the documents to the employee will be able to see who has not yet signed if they have sent them to several employees or if there are several people within the company who need to provide their signature.

Benefits of automation in digital onboarding

Implementing this digital workflow not only eliminates administrative clutter but also completely transforms your business’s agility. By replacing physical files and endless emails with an automated solution, organisations gain competitive advantages that make all the difference in a recruitment campaign:

• Operational efficiency: With manual management, a recruitment process can take days to complete. With Viafirma, the process is reduced to minutes, which is vital both for the employer needing to hire and for the employee looking to accept the offer.
• Employee experience: By being able to sign from a mobile phone or any device, the prospective employee gains a modern and innovative first impression of the company, which is essential today. Furthermore, it ensures convenience and the easy handling of documents.
• Reduces paper use: In an environmental context marked by the accelerating climate crisis, widespread pollution and the loss of biodiversity, adopting environmentally friendly policies is always a good idea. By sending documentation via the digital system, paper consumption and the associated processes—scanning, sending, transport and storage—are drastically reduced.
• Legal certainty: Viafirma strictly complies with international standards in this field, including the eIDAS Regulation. We meet a range of technical and regulatory requirements that guarantee the authenticity, integrity and traceability of signed documents.

Key sectors that can benefit from bulk onboarding

Although all sectors can use Viafirma’s solutions to manage bulk onboarding, in summer there are a number of key sectors where the impact can be doubly positive, due to the seasonal surge in recruitment:

• Hospitality and Tourism: Last year alone, the hospitality sector reached an average of 1.87 million workers in 2025, 40,000 more than the previous year, according to registration data from the Ministry of Labour. Waiters, managers, chefs, kitchen assistants, receptionists and cleaning staff are among the roles that top the list of job vacancies during the summer months.
• Temporary employment agencies and recruitment agencies: In many cases, a large proportion of employees are required to start their new job immediately, practically overnight. Roles in logistics, warehouse assistants, delivery drivers and staff for events and festivals are in the highest demand.
• Retail and high-street stores: Summer sales are a favourite among many consumers, who choose to wait until these months to buy new products. The upturn in consumer spending, combined with the influx of customers to local shops and shopping centres, makes it necessary to recruit shop assistants and staff to provide support during periods of high demand.

Get ahead of the hiring wave this summer

Although managing a large number of new hires during the summer season can be quite a challenge, with Viafirma there’s no room for error. With over 25 years’ experience, we’ve helped countless businesses save costs on a daily basis, improve operational efficiency and offer a more convenient user experience for signatories, whilst ensuring legal compliance at all times.

Don’t let paperwork ruin your business’s summer. Request a personalised demo of Viafirma now and get ahead of the hiring curve this year.