📖 Table of contents
You want to have your documents signed by one or more people? To do this, easily add signers to your signature requests, templates, and forms by following this guide.
Discover signers
You have the option to add signers to your signature requests to have them sign the documents.
A signer is responsible for signing your signature request. If necessary, you can also ask a signer to:
Complete the document or copy text with a text input field
Check or uncheck a checkbox
Choose an option with radio buttons
Add a note
All documents contained in your signature request are visible and electronically signed by all signers added to the signature request.
Add signers
When preparing your signature request, you can add up to 100 signers. To do this:
Click on "Add signer" under the signers tab,
Add the person you want:
If they are in your contacts, use the search bar to select them,
If they are not in your contacts, click "Create," enter their information, and click "Add,"
Drag the necessary fields onto your document (which appear below the signer's name):
Note: You must drag at least one of these fields onto your documents per signer.
If necessary, repeat these actions to add up to 100 signers per signature request.
The same person can both approve a signature request (as an approver) and sign a document (as a signer). You need to add them as both an approver and a signer.
Invite Multiple Signers
When you send a signature request to multiple signers, all documents are electronically signed by all signers, even if you do not add signature fields to certain documents or pages.
If a document needs to be signed by only a few signers or different signers, you must create a separate signature request.
Can I Use the Same Email Address for Multiple Signers?
While it is technically possible to have two signers using the same email address, we strongly advise against it for legal and practical reasons. Using separate email addresses and phone numbers for each signer is the best way to avoid confusion or potential legal complications.
Why It's Important to Use Distinct Information:
If two signers share the same email address, it can become difficult to prove that the signatures came from two different individuals. This could undermine the legal validity of the signed document.
To ensure a valid and legally binding electronic signature, the following key criteria must be met:
Identification of the signer
Proof of the signer’s consent
Guarantee of the document’s integrity, ensuring its content remains unchanged over time.
For more details, we recommend reading our article on electronic signatures:
What is Electronic Signature?
What If Using the Same Email Address Is Unavoidable?
If using the same email address for two signers is unavoidable, we suggest adding an SMS verification step for each signer, ensuring they use different phone numbers. This extra verification step will help distinguish the two signers and strengthen the document's legal validity.
Manage signers
You can order, modify, replace, or remove signers from your signature requests.
Order recipients
From two recipients onwards (signers and/or approvers), you can control the order in which they are invited to act on your signature request.
When setting an order, all recipients are included, both signers and approvers.
Simple signing order (one after another)
If you want recipients to act one by one:
Under the Signers section, activate “Set signing order”.
Drag recipients to arrange them in the desired order
Once the signature request is sent:
The first recipient is invited
When they finish their action (sign or approve), the next recipient is invited
This continues until all recipients have completed their step
Custom recipient order (steps with multiple recipients)
If several recipients need to be invited at the same time within an ordered workflow, activate “Custom recipient order.”
This allows you to organize recipients into steps.
Each recipient is assigned a number:
Recipients with the same number are invited at the same time
The next number represents the next step in the sequence
The signature request moves to the next step only when all recipients in the current step have completed their action.
Example
Step 1: Signer A and Signer B (invited in parallel)
Step 2: Signer C (invited after both A and B have signed)
Important: For Qualified Electronic Signature (QES):
Signers must be invited one after another
It is not possible to place multiple signers in the same step
Replace a signer
You can replace a signer with another contact or create a new one, while keeping all fields previously associated with that signer. To do this:
Click on the "..." to the right of their name,
Click "Replace signer,"
Choose a new signer from your contact book, or create a new one,
Validate by clicking "Update signer."
By replacing a signer, all previously dragged fields will automatically be associated with the new signer.
Edit a signer
To edit the information of a signer:
Click on the "..." to the right of their name,
Click "Edit signer,"
Then edit their information in the opening window (name, surname, email address, phone number, and language),
Validate by clicking "Update signer."
If you want to completely change the identity of the signer, prefer the "Replace signer" option to choose one of your contacts.
Remove a signer
To remove a signer:
Click on the "..." to the right of their name,
Click "Remove signer,"
Track Signatures requests
Once the signature request is sent, signers will be invited by email to sign. The signature request will be in the "In Progress" status.
You can remind the signers:
By clicking on "Send Reminders" on the detailed page of your signature request,
By providing them with their signing link (one per signer) available on the detailed page of your signature request.
Edit Information once the signature request is sent
If you realize that a signer's information is incorrect after sending a signature request, you can easily edit it without having to create a new signature request.
You can edit:
The first and last name of the signer
The signer's email address (in this case only: a new signature request email will be sent to them)
The signer's phone number
The signer's language
The signer's authentication method (only for the Simple Electronic Signature level)
Access the page of the relevant signature request:
Click on the name of your signature request on your Signature requests dashboard,
Click on "..." to the right of the signer's name,
Click "Edit,"
Edit the information you want,
Validate by clicking "Update" to save the changes.
Note: You cannot modify a signer's information once the signature request is signed.