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About legal document signing
About legal document signing

With Envoy Visitors, you can prompt visitors to electronically sign a legal document when they sign in. Learn how it works below!

Updated over a week ago

With Envoy Visitors, you can prompt visitors to electronically sign a legal document, such as a waiver, release form, or safety document, when they sign in. 

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 safekeeping via email, if you collect your visitor's email address upon sign in.

  • 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, Visitor type, and more), so document prep isn't 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

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 registration email. When the visitor receives the email, they’ll click “Register now” 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 Registration.

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: The visitor was invited and has not yet completed registration.

Tip: Check your Visitors > Invites to see if any expected visitors already have a legal document on file. If so, you can sign them in from the dashboard with a couple of 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 “− Skipped” and their badge will print with a ‘No NDA’ stamp.

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:

  • Date

  • Your company’s name

  • Visitor’s name

  • Visitor’s email 

  • Visitor's phone number

  • Any information the visitor provided in the sign-in fields

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, DocuSign, Dropbox, Egnyte, Google Drive, and OneDrive. Learn more about our Legal document integrations

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. Learn more about emailing your legal documents to a specific team or person.

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. Learn more about downloading legal documents from the dashboard.

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