allows you to securely execute agreements efficiently. This feature streamlines the contract lifecycle, saving tourism operators time and money by eliminating paper-based processes and enabling faster agreement finalization from any location.
Accessing this feature
Go to Contracts.
How to use it
Prepare Your Document
Start by uploading the contract document you want to have signed. The platform supports various file formats, including PDF and Microsoft Word.
Alternatively, you can select from pre-approved templates available within the system, which are designed to standardise common agreements and ensure compliance.
Ensure the document's content is final and accurate before proceeding.
Add Signatories and Recipients
Identify all individuals required to sign the document.
For each signatory, enter their full name and email address.
You can also designate the order in which signatories receive and sign the document, which is crucial for multi-party agreements where a specific signing sequence is necessary.
The system also allows for adding recipients who need to receive a copy of the final signed document but are not required to sign it themselves.
Place Signature Fields
Once the document is uploaded and signatories are identified, you will enter the document editor.
Here, drag and drop various interactive fields onto the document. Essential fields include signature boxes, initial boxes, and date fields.
You can also add text fields for information like job titles or company names, and checkbox fields for acknowledgements.
Assign each field to the corresponding signatory to ensure they only interact with their designated sections.
Review and Send
Before dispatching the contract, conduct a thorough review of the entire document.
Verify all fields are correctly placed and assigned, and that signatory details are accurate.
At this stage, you can add a custom message for your signatories, providing any necessary context or instructions.
You can also set automated reminders to be sent to signatories if the document remains unsigned after a specified period.
Once satisfied, send the document for signature.
Monitor Progress
After sending, the system provides a real-time dashboard to track the status of your document.
You can see when the document was sent, when it was viewed by each signatory, and when it was signed or declined.
This oversight enables proactive follow-up and management, ensuring no contract falls through the cracks and allowing you to identify and address any potential delays swiftly.
Download Signed Document and Audit Trail
Upon completion of the signing process by all parties, the system finalizes the document.
You will be notified when the contract is fully executed.
You can then download the legally binding, digitally signed document, which includes all signatures and relevant timestamps.
Alongside the document, a comprehensive audit trail or certificate of completion is generated, detailing every action taken on the document, including IP addresses, timestamps, and unique identifiers, providing indisputable proof of the signing process.
Tips
Finalise Document Content: Ensure the contract's content is complete, accurate, and has received all necessary internal approvals before starting the digital signing process. Any changes after sending will require a new signing cycle.
Verify Signatory Information: Double-check all signatory names and email addresses to prevent misdeliveries and ensure the correct individuals are receiving and signing the document.
Provide Clear Instructions: If the contract requires specific actions or context from the signatory, consider communicating this information clearly in the accompanying email message or through pre-document instructions.
Use Templates for Consistency: For recurring agreements, use and refine document templates. This ensures standardization, reduces preparation time, and minimises the risk of errors.
Review Audit Trails: Familiarize yourself with the audit trail generated upon completion. Understanding this record is crucial for legal verification and demonstrating compliance if ever required.
Maintain Security Awareness: Always protect your login credentials and ensure that sensitive contract information is only accessed by authorised personnel within your business.
Monitor Document Status Regularly: Proactively track the progress of documents awaiting signature. This allows for timely follow-up, addressing any issues promptly, and keeping your contracting processes efficient.
Need help?
For further assistance, contact us at [email protected]