The ultimate guide to growing your business with SigningHub

Digital transformation is now a critical requirement for secure, agile operations. At the centre of this shift is trust, and the ability to verify and safeguard digital agreements in a seamless, scalable way.

SigningHub, Ascertia’s high-trust digital signing platform, enables Trust Service Providers (TSPs), government agencies, and enterprises to securely digitise workflows, meet regulatory requirements, and accelerate growth.

This guide is your definitive resource. Whether you’re a national ID authority, a regulated enterprise, or a service provider, this guide offers actionable insights on using SigningHub to help you:

• Digitally transform document-based processes
• Maintain local and international regulatory compliance
• Generate new revenue, enhance customer trust, and ensure long-term signature validity
• Improve operational speed, reduce cost, and embed security into every document workflow

What is SigningHub?

SigningHub is a cloud or on-premise digital signing platform developed by Ascertia. It enables organisations to create, manage, and sign documents with legally binding Advanced and Qualified Electronic Signatures (AES/QES), underpinned by PKI-based trust and globally recognised standards such as eIDAS, ESIGN, UETA, and FDA 21 CFR Part 11.

Key capabilities:

• Legally binding e-signatures with full audit trails
• Multi-user workflows with flexible roles and signing order
• Certificate-based signing (smartcards, USB tokens, or remote signing services using an HSM or QSCD)
• Mobile-ready and browser-based; no software installation required Robust APIs and connectors (i.e., SharePoint, Salesforce)
• Supports Qualified Remote Signing through trusted QTSP partnerships

Strategic benefits by sector

Digital signing can be tailored to your requirements; it’s not a one-size-fits-all solution.

Whether you’re enabling trust at a national scale, digitising public services, or streamlining enterprise operations, SigningHub adapts to your environment while upholding the highest standards of security, compliance, and usability.

For Trust Service Providers (TSPs)

• Monetise digital trust services - SigningHub enables TSPs to launch white-labelled e-signature services, expanding their value proposition beyond certificates and timestamping. Offer document signing as a hosted or embedded service, integrated with your Certificate Authority (CA) or remote signing infrastructure.
• Stay compliant and competitive - With native support for eIDAS, Common Criteria EAL4+, and CSC-compliant interfaces, SigningHub helps TSPs meet strict international requirements and serve clients across borders with full interoperability.
• Reduce time to market – deploy a proven, tested solution - With flexible APIs and configurable UI, enabling rapid rollout, reduced risk, and higher margins.

For government institutions

• Digitise paper-heavy workflows – speed up approvals - Inter-agency communications, and other document-driven processes, from weeks to hours with full traceability.
• Ensure sovereignty and security - Host SigningHub on-premise or within a national cloud, with complete control over data residency, cryptographic keys, and user access. Role-based controls, encryption, and audit logs meet the highest security standards.
• Improve public service delivery - Citizens and businesses benefit from faster, more transparent interactions with government. SigningHub ensures documents are signed, sealed, and delivered digitally, from tax forms to procurement contracts.

For enterprises

• Accelerate contracts and transactions – Reduce turnaround time from days to minutes for deals, onboarding an approvals enabling real-time collaboration and faster decisions.
• Reduce risk and ensure compliance - Use SigningHub’s evidence-level audit trails, long-term validation (LTV), and certificate-based signatures to ensure accountability and prevent disputes.
• Empower a digital workforce - Allow employees to sign securely from any browser or device with no software required. This is ideal for consistent, seamless remote and multi-location operations.

Key features that drive adoption and growth

Choosing a digital signing platform means finding a solution that people will actually use, trust, and rely on daily. SigningHub delivers exactly that, going beyond technical compliance to provide features that boost adoption, scalability, and long-term business value.

These features are engineered to support operational agility, enable cross-departmental collaboration, and reduce friction for administrators managing complex workflows and end users signing on the go. Whether you’re scaling internal processes or launching external services, SigningHub keeps your digital signing strategy not only compliant but also effective, intuitive, and future-ready.

• Template-driven workflows – Create reusable workflows with preset signers, fields, instructions, and routing logic. Ideal for HR, legal, finance, or procurement departments handling recurring forms.
• Flexible signing roles and order – Assign roles like “Reviewer”, “Editor”, or “Signer” and set sequential, parallel, or conditional signing flows.
• Multi-factor and identity-based authentication – Signers can be verified by smartcards, national ID, mobile OTP (One-time password), SMS PINs, or digital certificates to meet your compliance and usability requirements.
• Mobile and cross-platform signing – No app installation needed. Sign documents on a phone, tablet, or desktop, just open a browser and complete your signature with full legal validity.
• Bulk sending and signing – Distribute documents to multiple users simultaneously and track progress in real-time.
• Comprehensive audit trails – Each signature generates a tamper-evident, timestamped log of every signing event, essential for regulators, legal teams, and auditors.
• Multi-language support and localisation support – SigningHub has a multilingual UI, adaptable branding, and localisation options, making it easy to deploy across diverse jurisdictions and teams.
• Long-term signature validity (LTV) – Preserve signature validity for decades, with embedded OCSP responses and timestamping, critical for archived contracts, regulatory records, and public service agreements.

Best practices: Power user tips for maximum efficiency

Even the most powerful platforms can underdeliver if users don’t know how to utilise their full capabilities. SigningHub is designed for ease of use, but mastering its advanced functions can significantly boost your organisation’s return on investment. From configuring more intelligent workflows to driving faster turnaround times, these best practices are aimed at admins, department leads, and frequent users looking to streamline processes, accelerate turnaround, and maximise value.

1. Use templates to save time – Perfect for recurring agreements or multi-party approvals.
2. Master role assignments – Define clear responsibilities
   1. Signer
   2. Reviewer
   3. Editor
   4. Meeting Host
   5. Send a Copy
3. Automate with bulk actions – Batch sign or send documents to save hours each week.
4. Offer multiple signing options – Provide multiple signature methods based on Level of Assurance.
5. Track KPIs with analytics – Monitor signer turnaround times and identify bottlenecks via dashboards.
6. Enable notifications and reminders – Prompting signers to reduce delays.
7. Train department champions – Equip power-users to mentor others and drive adoption.
8. Use the mobile interface – Improve completion rates with anywhere, anytime access.
9. Configure audit reporting – Generate PDF audit reports for each signature event automatically.

Buyer’s evaluation checklist

Before purchasing a digital signing platform, decision-makers should assess the following areas to ensure their chosen product fits strategic objectives:

Implementation roadmap: From pilot to production

Successfully adopting SigningHub requires a phased approach to change management to ensure smooth adoption, security and compliance.

• Define use case – Identify high-impact workflows (e.g. contract approvals, citizen services, HR forms).
• Configure and pilot – Set up templates, user roles, security settings, and signature policies. Pilot with a small user group.
• Train and promote – Educate department leaders, IT admins, and early adopters. Use internal champions to encourage adoption and drive uptake.
• Monitor and optimise – Track metrics such as signing time, bounce rates, incomplete workflows. Refine templates as required.
• Scale organisation-wide – Integrate with CRM, ERP, or DMS systems. Expand to external users such as clients, suppliers, or citizens.
• Maintain compliance – Regularly audit the system, monitor signature validity, update TSP certificates, and refresh compliance documentation.

Real-world impact and use case scenarios

Customer experiences show how SigningHub transforms document workflows, strengthens compliance posture, and improves user experience across industries.

MSC Trustgate (Malaysia, TSP)

Case study insight: MSC Trustgate, a Malaysian CA, partnered with Ascertia to integrate SigningHub via the Cloud Signature Consortium (CSC) API. They leveraged this integration to enhance their PKI offerings and launch fully compliant digital signing services across government and corporate clients.

The solution supported Malaysian regulatory requirements and international standards such as eIDAS, with strong security, seamless integration, and ease of use.

Impact:

• Enabled MSC Trustgate to diversify services and monetise e-signature capabilities
• Provided scalable infrastructure for a trusted digital signing service
• Achieved regulatory compliance and interoperability with global standards

EuroCloud Europe (Government/Non-profit)

Case study insight: EuroCloud, a pan-European non-profit supporting the Digital Single Market, adopted SigningHub to streamline board and governance signatures. With board members spread across multiple countries, they needed EU eIDAS-compliant, legally binding signatures, available on mobile devices, with full audit tracking.

Impact:

• Dramatically reduced board approval times
• Enabled mobile signing and real-time workflow tracking
• Ensured a legally valid, eIDAS-compliant signature for EU interoperability

TreeHouse Consultancy (Enterprise/Public Sector integration partner)

Case study insight: TreeHouse Consultancy, an IT solutions provider serving the UAE public and private sector, embedded SigningHub within Microsoft-native workflows (SharePoint, Outlook, Word).

By integrating SigningHub into automation processes and document management solutions, they delivered secure e-signatures bundled with their broader IT offerings.

Impact:

• Enabled clients to automate signing in SharePoint and DMS environments
• Delivered high-trust signatures as part of broader digital transformation frameworks
• Enhanced integration capabilities with Microsoft platforms, for enterprise-level adoption

Futureproofing your organisation with SigningHub

Digital transformation isn’t just about adopting new tools; it’s about building secure, scalable foundations for the long term. SigningHub equips TSPs, government agencies, and enterprises with the technology, flexibility, and trust needed to grow confidently.

With global standards support, powerful integrations, and legally binding signature options, every document workflow becomes more efficient, secure, and compliant, ready for the demands of a digital-first world.

Now is the time to act. Use this guide as your blueprint to unlock the full potential of digital signing and position your organisation at the forefront of secure digital transformation. Contact our team to discuss your requirements today.