E-Signatures

Collect legally binding electronic signatures from your clients for liability releases, boarding contracts, and any other document — no printing, scanning, or chasing paperwork.

Who can do this: Only Admin and Manager roles can create templates and send documents for signature. Members and clients cannot. See Roles & Permissions.

How it works

You create a reusable template (a liability release, contract, or other document).
You publish a version of that template’s content.
You send the document to a client (or it’s sent automatically when configured).
The client reviews and signs in their portal.
A signed PDF — including an audit record — is generated and stored on the client’s record.

Liability releases and contracts automatically update the client’s compliance dates when signed, so you can see at a glance who’s covered and who isn’t.

Creating a template

Templates live under Settings → E-Signatures.

Create the template

Give it a type (Liability release, Contract, or Other), a title, and optionally an internal description (clients never see the description).

Optionally set a validity period in months — how long a signed document stays valid before a renewal is needed. Leave it blank for no expiration.

You can also turn on auto-assign to new clients so the document is automatically sent whenever you invite a new client.

Add the content

Choose one of two content types:

Compose text

Write the document text directly. Basic Markdown is supported (headings, bold, italics, lists). The signed PDF is generated from this text. Use the Preview toggle to see how it will read.

Place the signature anchor (PDF only)

After uploading a PDF, you’re taken to the anchor placement step. Drag the signature box to where the client’s signature should appear on the signed copy. You can:

Move the box anywhere on the page.
Use the page controls to put it on a different page.
Reset to default position if needed.

When it looks right, save — this publishes the new version.

Publish

Composed-text templates publish from the editor with Publish new version. Each publish creates an immutable version, so documents already out for signature are never altered by later edits.

Versions are immutable. Editing a template’s content creates a new version. Anyone who was already sent the document continues to see the exact version they were given — this is part of keeping the signing record legally sound.

Repositioning the signature on an existing PDF

On a published PDF version you can choose Reposition signature. This opens the anchor placement step again and, when saved, publishes a new version with the new anchor location.

Repositioning creates a new version. Signature requests already sent keep their original version and signature position — they are not affected. Only requests sent after repositioning use the new placement.

Sending a document for signature

You send documents from an individual client’s record, in the E-Signatures section.

Open the client’s record

Go to the client and find the E-Signatures section.

Request a signature

Choose Request signature, pick a published template, and optionally set a due date. Only active templates that have a published version can be sent.

The client is notified

The client receives an email with a secure link to sign in their portal, and the request also shows up in their portal’s pending list.

Recording a paper signature: If a client signed on paper or through another service, use Record paper signature on their record to log the signed date so it still counts toward their compliance.

Sending automatically

Two settings reduce manual work (under Settings → E-Signatures):

Auto-assign on invite — required documents are sent automatically when you invite a new client.
Auto-renew before expiration — a renewal request is sent automatically before a signed document expires.

You can also set a default liability release and default contract template, and mark whether a signed liability/contract is required for clients.

What your clients see

So you can support clients without leaving this guide, here’s the client side in brief:

They get an email link (and a pending notice in their portal) and sign in to the portal as usual.
They must scroll through the whole document before the Sign button activates.
They type their full legal name (required) and check an acknowledgment box (required).
Drawing a signature is optional — the typed name plus acknowledgment is itself a binding electronic signature.
After submitting, they can download a signed copy; a confirmation is also emailed.
They can Decline instead, optionally with a reason.

Clients only ever see documents sent to them — never templates, other clients’ documents, or anything on the staff side.

Tracking status

Every request has a status you can see on the client’s record and the E-Signatures list:

Status	Meaning
Pending	Created, not yet sent/opened.
Sent	The notification email was sent.
Viewed	The client opened the document.
Signed	The client completed signing.
Declined	The client declined (with an optional reason).
Voided	Your team cancelled the request.
Expired	The signing window or validity period lapsed.

Row actions let you:

Resend the email if the client lost it.
Void a request the client no longer needs to sign.
View signed PDF once it’s complete.

The signed PDF

When a client signs, a PDF is generated containing the original document plus an audit record: the signer’s typed legal name, the date and time, the drawn signature (if one was provided), and the activity trail (opened, scrolled through, signed). It’s stored on the client’s record and the client can download their own copy.

Because liability releases and contracts feed compliance dates, a signed document immediately clears that client’s compliance requirement — and a renewal request can go out automatically before it expires.

Troubleshooting

Situation	What’s happening / what to do
A template isn’t available to send.	It must be Active and have a published version. Publish a version under Settings → E-Signatures.
Client says the Sign button won’t activate.	They must scroll to the end of the document, type their full legal name, and check the acknowledgment box.
You changed the document but old requests look unchanged.	Expected — versions are immutable. Already-sent requests keep their original version. Void and resend if you need them on the new version.
You moved the signature box but a pending request still shows the old spot.	Repositioning publishes a new version; in-flight requests keep the version (and placement) they were sent with.
A client can’t see the document.	Confirm they’re signing in to the portal and looking in the E-Signatures section; resend the email if needed.