With Envoy Visitors, you can prompt visitors to electronically sign a legal document, such as a legal document, waiver, or safety document, when they sign in. In this article, you’ll learn how to set up legal document signing to meet your company’s needs and fit seamlessly into your existing workflows.
How legal document signing works
The kiosk will prompt visitors to review and sign the document of your choosing as part of the sign-in flow. Envoy provides a standard legal document that you are welcome to use, edit, or replace entirely with a document of your own.
When a visitor is done signing in, Envoy records that they signed your legal document and automatically stores a digital copy of the signed document. The visitor also receives a digital copy of the signed document for safe keeping via email.
Benefits of using legal document signing
- Ensures every visitor welcomed into your workplace has seen and signed your legal document.
- Stores legal documents digitally, so there are no hard-copies to scan, file, or manage.
- Automatically populates the legal document with visitor information (like their name, purpose of visit, and more), so document prep is needed.
- Lets you present different documents, like legal documents to interviewees and safety waivers for contractors, to visitors based on their reason for visiting.
Prompting visitors to sign your legal document
On the kiosk
Any visitor can sign your legal documents on the iPad when they arrive at your location. They’ll tap the “Tap to sign in” button, and proceed through the sign-in flow. When they reach the legal document step, they can read your legal document text, and sign their signature directly on the iPad with their finger.
Prior to arrival
Available on Envoy Premium & Enterprise Plans
Pre-register visitors to give them the option to sign your legal document before they arrive. This ensures that your guests have plenty of time to read and review your important documents before signing.
To allow visitors to sign your legal document in advance, create an invite and opt to send them a pre-registration email. When the visitor receives the email, they’ll click “Pre-register” and will be prompted to enter their sign-in details. Then, they’ll have the option to read and sign your legal document.
Learn more about pre-registration.
Seeing who’s signed your legal document
You can check your Visitors > Visitor log to see which visitors have signed your legal document.
- Signed: Visitor has signed all required legal documents - either today or during a previous visit
- Not signed: Visitor did not sign all required legal documents
- Pending: Visitor was invited and has not yet signed the NDA in advance
Check your Visitors > Invites to see if any expected visitors already have an NDA on file. If so, you can sign them in from the dashboard with a couple clicks.
In order to see which specific documents were either signed or not signed by a particular Visitor, check the Visitor details by clicking on a Visitor’s name from the Visitor Log. On the right sidebar, you will see a section titled “Legal Documents” which lists all documents that exist for the Visitor Type, with details about whether each one was signed, not signed, or optional.
Allowing visitors to decline signing
You have the option to let visitors view your legal documents without signing them. When you enable Allow visitors to decline signing, a visitor can press the arrow in the top right of the kiosk. A popup appears to confirm that they want to skip signing your legal document.
If a visitor proceeds without signing, their legal document signing status will say “Not signed” and their badge will print with a special ‘No legal document’ design.
Showing visitor data in a legal document with custom variables
With a paper document, visitors are used to “filling in the blanks” by writing in their name and the date—but Envoy automates this process. Any of the following can automatically appear in your legal document:
- Your company’s name
- Visitor’s name
- Visitor’s email and/or phone number
- Any information the visitor provided in the sign-in fields
Requiring that returning visitors re-sign legal documents
By default, Envoy Visitors will only prompt new visitors to provide their signature. However, you can require that visitors sign at every visit, after a certain number of days, or not at all. For example, if you choose to require a new signature every 20 days, Visitors will prompt a visitor who signed-in on January 1st to re-sign on January 21st.
If you make changes to your legal documents, Envoy will prompt all visitors, even returning visitors, to sign the newest version.
Storing signed legal documents
Since all legal documents are signed digitally, storing and managing files is simple.
Sync with file sharing tools
Connect your favorite file sharing tools to Envoy to automatically sync and store PDFs of your signed legal documents. Envoy currently supports sharing files to Box, Dropbox, Egnyte, Google Drive, and OneDrive.
Email to a specific address
Automatically email a PDF of each signed legal document to a specified email address. Email subject lines have the visitor’s name and date, so they’re easy to find with a quick search.
Access from dashboard
When a visitor signs your legal documents using Envoy, their visitor entry is updated with their signed legal documents. Envoy administrators can retrieve signed legal documents from the dashboard at any time.