Digital Signing
If you're using the previous version of Tenancy Builder and want help with remote signing, please see this help article.
One of the greatest features of Tenancy Builder is the integrated digital signing.
In order to use digital signing, the agreement must have first been "built" and a downloadable PDF available. When using digital signing, we automatically upload the last built PDF agreement and this will be used for the signing.
The field "is this to be draft" must be set to "no" in order to use digital signing.
A digital signing costs 100 credits. Subscribers are given free credits each time you join/renew and also a number of credits were given for free on launch of the new Builder to get you started.
Credits
If you don't have sufficient credits (100 are required), the link for digital signing will instead say "digital signing (purchase credits)". Clicking the link will divert you to the credits purchase page.
The 100 credits is irrespective of the number of the number of parties signing. It’s per document not per signatory
Procedure for using digital signing
After an agreement has been built, you should check the contents of the PDF carefully by downloading and checking.
Once the PDF has been checked, from the actions button in the tenancies list, click on "Digital Signing".
Next is to check all fields are completed correctly.
It’s important to ensure all party names and emails are filled in and spelt correctly.
Fields
From / Notification Email
When an email is sent to a party for signature (e.g. the tenant), this email will be the ”from” and ”reply to” address as the party will see it in their email client.
This email will also be used for notifying you when a party has signed and when the agreement has been completed (signed by all parties).
From Name
The from name as will be displayed in the email requesting a signature.
Tenancy Address and Fixed Term
These are read only fields so you can be confident you have selected the correct agreement for digital signing.
Guarantor Name and Guarantor Email
If there’s a guarantor, these will be displayed and must be completed.
Check all are spelt correctly.
Tenant Name and Email
For each tenant, the name and email as previously entered will be displayed. If any are blank, they must be filled in.
Check all are spelt correctly.
Landlord Signers Name and Email
For each landlord signer, the name and email as previously entered will be displayed. If any are blank, they must be filled in.
Check all are spelt correctly.
Sending
After submission, an email will be sent to every party one by one in the same order as seen on screen. The emails will be sent in the following order:
Guarantor 1 (if one)
Guarantor 2 (if one)
Guarantor 3 (if one)
Guarantor 4 (if one)
Guarantor 5 (if one)
Guarantor 6 (if one)
Guarantor 7 (if one)
Guarantor 8 (if one)
Guarantor 9 (if one)
Tenant 1
Tenant 2 (if one)
Tenant 3 (if one)
Tenant 4 (if one)
Tenant 5 (if one)
Tenant 6 (if one)
Tenant 7 (if one)
Tenant 8 (if one)
Tenant 9 (if one)
Relevant person (someone who paid deposit on behalf of tenant, if one)
Landlord signer 1
Landlord signer 2 (if one)
Landlord signer 3 (if one)
Landlord signer 4 (if one)
As one party signs, the system automatically sends an email to the next party in the list and so on until all parties have signed.
Once completed, all parties get an email with the final PDF signed agreement to retain.
Digital Signing Events
You can view events as the signing progresses through by clicking ”digital signing events” in the actions button from the tenancies list.
From there you can view all the events (when sent, opened and signed etc.)
Cancel a document
Before the document has been completed, it can be cancelled.
Simply go the digital signing events page and in the top right corner click "cancel".
Download completed agreement
Once all parties have signed, the document will be marked as completed (which can be seen in the events page).
It can take a while (several minutes) after the last party has signed before the agreement is marked as completed.
Once the agreement has been marked as completed, the document will be automatically emailed to all parties or, the document can be downloaded for you to store somewhere safe.
The document can be downloaded by either clicking ”download final” from the actions button in the tenancies list (the system overwrites the last built agreement with the signed one). Or, go to the digital signing events page (via the actions button) and click download final at top right.
All parties will also receive an email with the document attached and a link to download.
I've Realised the Document Has Been Sent With a Wrong Email Address
If the agreement has been submitted for remote signing and you realise there's a wrong email address been entered for one of the parties, you'll be able to change the email after it's bounced. You will receive an email and follow the instructions.
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