Setting up legal document signing

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This article outlines how to set up and configure your legal documents.

Enable legal document signing

  1. Go to Visitors > Settings > Sign-in flow.
  2. Select the visitor type you wish to edit.
  3. Select legal documents from the top navigation.
  4. Locate the legal documents: Present your NDA or other legal documents to visitors for signature..
    • To enable, toggle to the “on” position. 
    • To disable, toggle to the “off” position.

Add a legal document

  1. Go to Visitors > Settings > Sign-in flow page.
  2. Click “Add Another Document”
  3. Name your document and begin adding text within the editable text area.
  4. Edit the text as needed.
  5. Click “Preview” to see what the document will look like on the iPad. 
  6. Click the “Save document” button when complete.

You can go back and edit the text of any of your legal docs at any time by navigating to the legal documents tab of the Visitor Sign-In Flow, finding the document you’d like to edit, and clicking “edit.” Any visitor who had signed the previous version of your legal document will be prompted to sign this new version the next time they sign in at your location.

Auto-populate visitors’ information in the document

  1. Go to Visitors > Settings > Sign-in flow page.
  2. Select the visitor type you wish to edit.
  3. Select legal documents from the top navigation.
  4. Select the legal document you’d like to edit. Find the editable text area.
  5. Click on the Variables drop down, and select the correct variable.
  6. To make the variable text bold, just click on the variable, then click on the B to make the text appear bold. 

Providing legal documents in multiple languages

You can create a version of each of your legal documents for each language you have enabled on the iPad. When editing a legal document, find the language dropdown in the top left corner of the editable text box next to the Variables dropdown.

When you click the dropdown, you will see each of the languages you have enabled for your account. Envoy does not automatically translate legal documents. You will need to translate the text from your original language for each of your additional languages. If you save translations for each language, Visitors will be able to read your legal documents in their preferred language when they sign-in on the iPad.

Adding videos to legal documents

If you need visitors to watch a video before they come on-site, like a safety video, add it to a legal document. Visitors will need to play the video and sign on the iPad to confirm they watched it to move to the next step. To add a video:

  1. Go to Visitors > Settings > Sign-in flow.
  2. Select the visitor type you wish to edit.
  3. Select legal documents from the top navigation.
  4. Create a new document or select an existing document to edit
  5. Find the field called Video and add the URL of the video you want to show visitors

Note: For YouTube videos, make sure the video is “Public” or “Unlisted,” and that you’ve checked “Allow embedding.” For Vimeo videos, “Who can watch?” must be set to “Anyone” or “People with the private link” “Where can this be embedded?” must be set to “Anywhere.”

Available on Premium and Enterprise plans.

Allow visitors to decline signing

  1. Go to Visitors > Settings > Sign-in flow.
  2. Select the visitor type you wish to edit.
  3. Select legal documents from the top navigation.
  4. Select the legal document you wish to edit.
  5. Select legal documents from the top navigation.
  6. Locate Allow visitors to decline signing and toggle it to the “on” position.

Enable expiring legal documents

  1. Go to Visitors > Settings > Sign-in flow page.
  2. Select the visitor type you wish to edit.
  3. Select legal documents from the top navigation.
  4. Select the legal doc for which you wish to set an expiration period.
  5. Scroll down past the editable text box. Locate Returning visitors must re-sign document and click “Enable.”
  6. Select either “Re-sign after a number of days” and type the number of days, or select “Re-sign for every visit”.