Go to Envoy
All Collections
Visitors
Legal documents 📝
Setting up legal document signing

Setting up legal document signing

This article outlines how to set up and configure your legal documents.
Rawee Gobena avatar
Written by Rawee Gobena. Updated over a week ago

Enable/Disable 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.

    1. To enable, toggle to the “on” position.

    2. To disable, toggle to the “off” position.

Add a legal document

  1. Go to Visitors > Settings > Sign-in flow page.

  2. Click "Edit" on the visitor type you want to add or edit a legal document on

  3. Toggle to the "Documents" tab

  4. Click “New document”

  5. Name your document and begin adding text within the editable text area.

  6. Click “Preview” to see what the document will look like on the iPad.

  7. Click the “Save document” button when complete.

Tip: You can go back and edit the text of any of your legal documents 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 click edit. Any visitor who had signed the previous version of your 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.

    1. 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

Available on Premium and Enterprise plans.

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

Important Notes:

  • 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.”

  • You do not have to use YouTube or Vimeo, the video just needs to be publicly accessible via the site you are using.

  • Locally hosted videos are not able to be added.

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.

Note: If "Allow visitors to decline signing" is turned on the legal document will not send during registration. They must sign the legal document via the iPad.

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”. 

Important notes:

  • You can change the number of days between signing when that option is selected.

  • For Re-sign every visit your guests will be asked to sign during registration and again at the iPad. If you want them to simply sign it once for that visit change the "Re-sign after a number of days" to 1 day.

Global Sign-in Flows

Check out our help article about Global sign-in flows to learn more.

Did this answer your question?