With Envoy Visitors, you can prompt visitors to electronically sign a legal document, such as an NDA, waiver, or safety document, when they sign in. In this article, you’ll learn how to set up NDA signing to meet your company’s needs and fit seamlessly into your existing workflows.
How NDA 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 NDA 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 NDA 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 NDA signing
- Ensures every visitor welcomed into your workplace has seen and signed your NDA.
- Stores NDAs digitally, so there are no hard-copies to scan, file, or manage.
- Automatically populates the NDA with visitor information (like their name, purpose of visit, and more), so document prep is needed.
- Lets you present different documents, like NDAs to interviewees and safety waivers for contractors, to visitors based on their reason for visiting.
Prompting visitors to sign your NDA
On the kiosk
Any visitor can sign your NDA 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 NDA step, they can read your NDA 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 NDA 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 NDA 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 NDA.
Learn more about pre-registration.
Seeing who’s signed your NDA
You can check your Visitors > Visitor log to see which visitors have signed your NDA.
- Signed: Visitor signed today
- NDA on file: Visitor signed your NDA on a previous visit
- Not required: Visitor was manually added to the dashboard
- Not signed: Visitor was allowed to skip NDA signing and did not sign
- 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.
Allowing visitors to decline signing
You have the option to let visitors view the NDA but not sign it. 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 NDA.
If a visitor proceeds without signing, their NDA signing status will say “Not signed” and their badge will print with a special ‘No NDA’ design.
Showing visitor data in the NDA 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 NDA:
- 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 NDA
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 NDA, Envoy will prompt all visitors, even returning visitors, to sign the newest version.
Storing signed NDAs
Since all NDAs 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 NDAs. 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 NDA 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 NDA using Envoy, their visitor entry is updated with their signed NDA. Envoy administrators can retrieve signed NDAs from the dashboard at any time.