Enable/Disable legal document signing
Select the visitor type you wish to edit.
Select legal documents from the top navigation.
To enable, toggle to the “on” position.
To disable, toggle to the “off” position.
An automated NDA will populate. Make changes to the default document by clicking on Edit.
Add a legal document
You can have as many legal documents as needed for your visitor type. Remember that guests might read and fill out documents upon arrival at your iPad kiosk, so try to be concise. Long lines are never a great experience for your visitors!
Go to Visitors > Settings > Sign-in flow page.
Click Edit on the visitor type you want to add or edit a legal document to.
Toggle to the Documents tab.
Click New document.
Name your document and begin adding text within the editable text area.
For flows with multiple documents, it's best to name them clearly. For example, using something like "Visitor NDA" instead of "Document 1" is suggested to keep things organized.
Optional: Upload a PDF file (under 10MB) to augment the existing document. This is great if you already have a document being maintained by your legal team - just upload it here.
Optional: Add text below the PDF, if desired. This will show after the uploaded file but before the signature space.
Click Preview to see what the document will look like on the iPad.
Click the Save Document button when complete. This will also upload the PDF if included.
Tip: You can go back and edit the text 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. By default, any visitor who has 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 using variables
Go to Visitors > Settings > Sign-in flow page.
Select the visitor type you wish to edit.
Select legal documents from the top navigation.
Select the legal document you’d like to edit. Find the editable text area.
Click on the Variables drop-down and select the correct variable.
To make the variable text bold, click on the variable, then click on the B to make the text appear bold.
Appending content with a PDF
When you add a PDF to your Envoy legal document, you can add any images, rich text, and custom formatting.
PDFs must be 10MBs or below.
The location must have an iPad using Envoy Visitors v4.35.0 or above to enable this feature. If you do not have a compatible iPad, the option to upload will be greyed out.
Your PDF will be displayed in line with Envoy's standard plain text document. Consider this when formatting your document. Any white space and large margins will show on the iPad and could lead to display issues.
Remember, you can use the Preview tab to see how your document will display.
Providing legal documents in multiple languages
You can create a version 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 right corner of the editable text box (see below image).
When you click the dropdown, you will see each language you have enabled for your account. Envoy does not automatically translate legal documents. Any PDFs added to your primary language's sign-in flow must also be added to each language's version. You will need to translate the text from your original language for each additional language. If you save translations for each language, Visitors can read your legal documents in their preferred language when they sign-in on the iPad. Learn more about Legal documents and Languages here.
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:
Select the visitor type you wish to edit.
Select legal documents from the top navigation.
Create a new document or select an existing document to edit.
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
Select the visitor type you wish to edit.
Select legal documents from the top navigation.
Select the legal document you wish to edit.
Select legal documents from the top navigation.
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
Go to Visitors > Settings > Sign-in flow page.
Select the visitor type you wish to edit.
Select legal documents from the top navigation.
Select the legal doc for which you wish to set an expiration period.
Scroll down past the editable text box. Locate Returning visitors must re-sign document and click “Enable.”
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.