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HR School HR support, training, interim solutions
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We don't just store documents. You can also see who accepted them, and when.

A new hire can be handled almost fully paperless.

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0 Deployed in manufacturing and office HR environments
0 10,000+ active users
0 25+ years experience

Solutions for every HR need

oneLearning

E-learning made simple

  • Upload own materials
  • Videos, PDFs, tests
  • See who is where
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onePerformance

Evaluation that works

  • Individual goals
  • 360° feedback
  • Development plan
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get-2.work

New hire? Ready in 5 minutes

  • Documents automatically
  • E-learning materials assigned
  • Task list for the employee
Learn more

Traceable HR document workflow

Not just storage — every step is logged, linked and retrievable.

Per-page QR identification

Every generated PDF page has a unique QR code. Document name, company, employee, ID, timestamp, page number — traceable even when printed.

Two-sided confirmation with one-time codes

Employee and employer each receive a unique one-time code (OTP) that only they can redeem. Every confirmation is logged — who, when, from where.

Traceable event log

Events are linked in a connected chain. If someone tries to modify an earlier entry, the change leaves a visible trace.

Automatic acceptance receipt

After every confirmation the system automatically generates an archived receipt. Retrievable and verifiable at any time.

Audit export

All events, statuses and data are exportable. Internal review, compliance check — all the data is in one place.

Folder system & permissions

Logical folder structure with role-based access. Employee, HR admin, payroll — everyone sees only what they should.

A new hire can be handled almost fully paperless

From onboarding data collection to acceptance and archiving, the process stays in one system — with less printing and less manual administration.

No printing No scanning No Word file ping-pong No duplicate data entry
1
The new hire fills in onboarding data

Required personal and HR data is collected once, in one place. HR doesn't have to re-type the same details.

2
HR reviews the submitted data

All incoming data is visible in one workflow, so review stays quick and transparent.

3
The system generates documents automatically

Required HR documents are generated from the approved data without copy-paste work.

4
Online acceptance or QES signature

Documents can be accepted online with OTP or signed with QES for official use — without paper loops.

5
Archived in the digital employee folder

Final documents and acceptance trail are stored in a retrievable digital employee file.

The process can run end-to-end without printing and scanning.

Not a document store. Workflow + evidence in one.

Most systems just file the document away. oneDox runs the whole process — and proves it happened.

Onboarding & workflow

New-hire data capture, document generation and process steps in one flow.

Acceptance & signature

OTP acceptance or QES signing — same surface, same audit trail.

Evidence & receipt

Timestamps, event chain, archived acceptance receipt — every step recorded.

Validation & audit

Independent verification, EU DSS validation, report and export — provable later, too.

Document + process + evidence — in one place.

What it looks like in practice

Real screenshots from the flow — from the signing code to the post-signature receipt.

Employee signing inbox
Employee signing inbox Documents to sign in one place — status, deadline, one button.

How it works — in short

The document's path from generation to archive — same trail, same evidence.

  1. Generate Final document from HR data.
  2. Review Check before acceptance.
  3. Sign OTP or QES — same trail.
  4. Validate Independent EU DSS verification.
  5. Verify Via QR or link, later too.
  6. Archive Closed with a retrievable receipt.

A signature you can prove

You don't just sign something. You can also prove later who accepted what, when and under which conditions.

Signature

DAP (employee: download → external signing → upload) or connector (employer: SMS transaction code + signing PIN) — same flow, same evidence.

provider-agnostic
Validation

Independent EU DSS round for every signature: qualification level (QESIG / QES / AdES), Trust Service Provider, certificate chain and revocation status — eIDAS-traceable.

EU DSS validation
Evidence

Timestamp, device data, IP, acceptance context — sealed in an integrity-protected package.

evidence chain
Verification

Years later, via link or QR — anyone with access can verify it for themselves.

long-term verifiable

DAP, eIDAS QES or internal OTP acceptance — same flow, same evidence. The signing level is set per signer: on the same document the employee can use OTP and the employer can use QES. Employee-authenticated documents are validated via mandatory EU DSS verification before they're accepted.

✅ Available

QES web upload

A PDF signed by your QES provider can be uploaded, traceably logged and accepted after validation.

✅ Available

Employer-side integrated QES (live)

SMS transaction code + signing PIN → the connector signs the PDF → mandatory EU DSS round → save. Employer-side signing only starts after the employee-side EU DSS validation succeeds.

A signature is only worth something if it can be proven later. That's what we do.

QR-based verification

One QR. One proof. Anywhere, anytime.

Every issued document carries its own verification code. Anyone who scans it sees: real, untouched, and we know who accepted it — no login required.

Two QR codes and a unique DOC-ID in the PDF footer
Every page carries a QR — and its own DOC-ID Bottom-left: the passport QR (full lifecycle). Bottom-right: the quick verification QR. In between: the document's own ID and the page number — traceable back to the original even when printed or photographed.
  1. QR scan Phone or scanner — no login required.
  2. Validation view Document, page, status — at a glance.
  3. Verified state Untouched, timestamped, verified.
  4. Evidence details Signer, time, version, event chain.
PDF lap mockup Ellenőrizve
Dokumentum ID DX-2026-4812 Generálás ideje 2026.05.14 09:12 Oldal 2/5
Verified
Type
Employment contract
Issued
2026-03-14
SHA-256
a1b3…f9c2
Page
3 / 7
Status
valid · untouched
Dokumentumhoz kötött azonosítás

A nyomtatott vagy továbbküldött oldal is visszavezethető az eredeti rekordhoz, így a HR csapat később sem marad bizonyíték nélkül.

Page-level verification

Not just the file — a specific page is identifiable, even printed, photographed or forwarded.

Public = hash + status only

The public QR carries no PII: only type, SHA-256, issue date and status are visible. The full Passport (signers, lifecycle) requires authenticated access.

Receipt linkage

The QR points to the acceptance evidence, not just the file — you see who accepted, and when.

Independent verification

No need to log into oneDox to confirm a document's authenticity.

Paperless operation — with paper-grade verifiability.

What happens if there's a dispute later?

The system's goal is not just to produce the document — but to make it retrievable later exactly what happened.

Who accepted the document?

The system clearly shows which party confirmed the acceptance.

When did acceptance happen?

The timestamp is logged and retrievable at any time.

Which email address received the code?

The code delivery target is visible — no need to search through emails.

Which document version was in effect?

Acceptance is tied to the specific version, not just the filename.

Was a receipt generated?

The acceptance receipt is retrievable and verifiable separately.

Has the document changed since then?

If a modification occurred later, it is visibly traceable in the audit trail.

What status is the process in?

At a glance: awaiting acceptance, closed, or requires further review.

During an internal or external review, all this data is available in one place, in a readable format.

Acceptance that stays traceable.

The steps of the employee and the employer are logged separately — so it's always visible later who accepted which document version and when.

Two-sided OTP acceptance

Both the employee and the employer can confirm acceptance with their own unique one-time code. The system automatically tracks where each party is in the process.

Acceptance receipt

An archived PDF receipt is generated for each acceptance — retrievable and verifiable at any time.

Traceable event log

The system logs the time, parties, status and the linked document version. No need to search through emails and filenames during a later review.

Technical integrity

A connected event chain in the background protects the integrity of the log — it works on the IT layer; HR doesn't need to deal with it.

The detailed technical solution can be found in the 'Technical background' section.

How every step is recorded.

A simple, clear process that links the document, the acceptance and the review.

01
Document generated — the final HR document is produced. #f0e573bf…
02
Per-page QR identification — every page traces back to the original file. #e1b9a2ac…
03
Sent or made available — the employee receives or accesses the document. #49747a2c…
04
OTP-based acceptance — both parties confirm separately. #912f6b63…
05
Archived receipt — the retrievable confirmation is generated. #5ffeb096…
06
Audit report — all required data is accessible in one click. #69b839c4…
Review: All steps in order ✓

In the background, events are linked in a hash chain — subsequent modifications leave a visible trace.

Interested in the solution? Let us show you →
oneDoxPass

Every document has a passport

The system assigns a unique identifier to every document and embeds two QR codes — whether the PDF was generated, admin-uploaded or QES-signed. One identifies the content; the other reveals the full document lifecycle — retrievable at any time, from anywhere.

Passport
UID Kv3xN_pQR8mZ…
Verification
oneDoxPass document passport — lifecycle audit timeline screenshot

Unique document UID

Each document receives a nanoid-based unique identifier at generation time. This ID stays linked to every step of the lifecycle — from creation to archiving.

Dual QR on every page

Left QR: the Passport URL where the lifecycle is viewable. Right QR: content-hash-based verification. Both appear on every single page — retrievable even when printed.

Public verification — no login required

The Passport URL is publicly accessible: it shows the document's status and basic details. The full lifecycle is available with authenticated access (owner / admin).

Full lifecycle across tabs

Summary, Lifecycle, Signatures, Artifact chain and QR & Verification — each layer in its own tab. Admins additionally see the raw DSS payload.

Signatures tab — independent EU DSS

Each signature on its own card: signer from the certificate, Trust Service Provider (TSP), DSS INDICATION (TOTAL_PASSED), qualification level (QESIG / QES / AdES), revocation status and the full DSS report — one click away.

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Compliance

Ready for review and export

Audit-ready reports help you quickly see which documents are signed, awaiting acceptance, expired or need review.

  • filter by status
  • search by employee
  • date filter
  • CSV export
  • search by event ID
Riport minta

Audit report — sample

Signed Awaiting acceptance Expired Needs review
Employee Policy Accepted · 2026.05.14
OK
Confidentiality Declaration Awaiting acceptance · 3 recipients
In progress
Data Processing Notice Expired version · re-sent
Needs review

Audit-ready reports help you quickly see which documents are signed, awaiting acceptance, expired or need review.

eIDAS EU DSS DÁP GDPR HMAC-SHA256
Technikai háttér

Technical background

This layer is for IT and review teams — on the HR side, only the key message is visible.

How does the system protect the integrity of the event log?

Events are arranged in a hash chain, so if an earlier entry were modified, the discrepancy is immediately visible. In the background, HMAC-SHA256 protects the chain; APP_SECRET is the system's own key, not user data.

What does the acceptance receipt contain?

The receipt summarises the version of the accepted document, the parties involved, the timestamp and the status. It is archived as a retrievable PDF.

What is the difference between native acceptance and QES?

Native acceptance is designed for internal HR processes; QES enables eIDAS-compatible signatures that are also valid for external processes. The two solutions serve different purposes, which is why they appear as separate use cases on the page.

How can a printed page be verified?

The QR code carries the document name, the company, the employee, the document ID, the generation timestamp and the page number. After a single scan, the original record is retrievable.

SaaS
vagy
On-site

Choose what suits you

Supports both cloud (SaaS) and on-site (on-site) deployment. Detailed service models are presented on the oneSolution page.

View details →
HR support, training, interim solutions

HR School is One Solution's strategic partner: offering practical HR support, training, and interim solutions to ensure that system implementation and operations succeed not just technologically, but professionally as well.

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Contact

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Email address

info@onelearning.info

Postal address

One Learning Zrt.
1021 Budapest, Budakeszi 51/D C.ép. II/5

Phone number

+36 70 945 3878
+36 30 982 1559