Applies to: Skedda and AllBooked · Visitor Management add-on
Document signing lets you require visitors to read and sign documents, such as non-disclosure agreements (NDAs), waivers, or health and safety agreements, as part of their visit. Visitors can sign from their visit-confirmation email before they arrive, or on the visitor tablet at check-in. Each signed copy is saved as a PDF and emailed to your default inbox and to the visitor.
What admins configure
You manage document signing in Settings → Documents. Setup has three parts: a default inbox that receives signed copies, the documents themselves, and signing rules that decide which visit types need which documents.
Add a default inbox
Signed copies of every document are sent to your default inbox.
Go to Settings → Documents.
Select Add email address.
Enter the address in New email, then select Send verification message.
Open the verification email in that inbox and confirm the address. Until then, the address shows as Pending.
Important: Document signing doesn't work until your default inbox is verified. You can't publish a document without one.
To change the address, select Edit email address and verify the new one. Signed copies keep going to the old address until the new one is verified.
Create and publish a document
Go to Settings → Documents.
Select Add document.
Enter a Document title.
Add your text in Content. To include the visitor's name, select Insert visitor name. The visitor's first and last name appear in its place when they sign and on the signed PDF.
Select Publish.
The document shows as Published and is now available for signing rules.
Drafts save automatically. A draft isn't visible to visitors until you publish it. You can't publish a document without a title and content.
Note: The editor supports headings, bold and italic text, lists, links, highlights, strikethrough, code blocks, and images. Images must be PNG or JPEG, up to 20 per document.
Set up signing rules
Go to Settings → Documents.
Under Signing rules, select Add new signing rule.
Select the visit type field and choose one or more visit types, or select +All.
Select the document field and choose one or more published documents, or select +All.
The rule reads as a sentence, for example: For Contractor, Interview require Visitor NDA to be signed. To remove a rule, select the X next to it.
If more than one rule matches a visit type, visitors sign every document required by any matching rule. Only published documents and active visit types appear in the lists.
Edit a published document
Go to Settings → Documents and select the document.
Make your changes. They save automatically as a new version and aren't live yet. Visitors keep signing the current version.
Select Publish changes, then select Publish version in the confirmation.
Visitors who signed the earlier version are asked to sign the new version at their next check-in. Signing links that were already emailed aren't sent again.
To undo your edits, select Discard changes. The document goes back to the last published version.
Delete a document
Go to Settings → Documents and select the delete icon next to the document.
Select Delete document in the confirmation modal.
Deleting a document is permanent. It's removed from all signing rules and is no longer required for new or upcoming visits. Visits where the document was already signed aren't affected, and their signed copies are kept.
Set how long signed documents are kept
Go to Settings → Data retention.
Under Document Data Retention, select a Data Retention Period: 30 days, 90 days, 6 months, 1 year, 3 years, 5 years, or 7 years.
The default is 3 years, counted from the date each document was signed. This is separate from your booking and visit retention period.
Important: Choosing a shorter period permanently deletes signed documents older than the new period.
What visitors see
Before arrival
If a visit requires documents, the visit-confirmation email includes a list of the documents and a Sign documents now button. Signing before arrival is optional. It saves time at check-in.
The signing link works until the visit's check-in window closes.
At check-in
After the visitor enters their details and any custom fields, the tablet shows each document that still needs signing. The visitor scrolls to the end of the document, signs, and selects Agree & continue. Check-in then continues as normal.
Documents the visitor already signed before arriving are skipped.
Drawing or typing a signature
Visitors can draw their signature with a finger or mouse, or select Type my name instead. A typed signature requires the visitor to agree that typing their name counts as their signature. The signed PDF records which method was used.
After signing
The visitor receives an email with a Download signed document(s) button for the documents they signed. Your default inbox receives a separate email with the same download link, plus the visitor, host, visit date, and visit type. One document downloads as a PDF. Several documents download as a ZIP file.
Download links work until the signed documents are deleted by your document retention period.
Returning visitors
Visitors don't sign a document again on later visits while their signature is on the current published version. They're matched by email address. If you publish a new version, they sign the new version at their next visit.
Track signatures
On the Visits page, select a visit to expand it. The documents the visit requires are listed under Required documents. The visitor table has a column for each document showing Awaiting or Signed with the date and time of signing.
Behavior and limits
Signing is required. Visitors can't skip a required document to check in.
Signing links aren't sent again when you add, edit, or publish documents or change signing rules. Visitors sign any new requirements at check-in.
Removing a document from your account also removes it from your signing rules. Republishing it doesn't add it back, so check your rules afterwards.
FAQs
Do visitors have to sign every time they visit?
Do visitors have to sign every time they visit?
No. Visitors sign each document once. They sign again only when you publish a new version of that document.
What happens to existing signatures when I edit a document?
What happens to existing signatures when I edit a document?
They stay on record. Visitors who signed the earlier version sign the new version at their next check-in.
Can a visitor skip signing?
Can a visitor skip signing?
No. Every document required by a signing rule must be signed before check-in is complete. If you'd like to check-in someone without signing, then you can do this as an admin from the visits list, via the Manage status option on the visit.
What if the signing link in the email has expired?
What if the signing link in the email has expired?
The visitor sees a message that there's nothing to sign.
Who receives a copy of the signed document?
Who receives a copy of the signed document?
The visitor and your default inbox. Other addresses CC'd on visit notifications don't receive signed copies.
Can I use the documents for only some visit types?
Can I use the documents for only some visit types?
Yes. Create a signing rule for those visit types only. A document isn't required for a visit unless a signing rule includes its visit type.
Can I access signed documents within Skedda?
Can I access signed documents within Skedda?
No, signed documents cannot be accessed within Skedda. We require a default inbox for this feature so that you receive all signed copies in a dedicated inbox and have the flexibility to store it in any system that you might use.