Send Tenancy for Digital Signing

One of the best parts of Tenancy Builder is the built-in digital signing.

Before you can send an agreement for digital signing, it must be built, and a downloadable PDF must be available. When you start digital signing, we automatically upload the final built PDF, and that is the version everyone signs.

Digital signing uses 100 credits. Subscribers receive free credits upon joining or renewing.

Digital signing in the actions menu

The “Digital signing” option will not appear in the actions menu if any of the following apply:

• “Is this to be draft” is set to “yes” (it must be “no”).
• You have fewer than 100 credits available.
• The agreement has not been built (or the PDF is not available / not showing as completed).

Credits

If you do not have enough credits (100 are required), the menu item will show as “Digital signing (purchase credits)”. Clicking it will take you to the credits purchase page.

The 100-credit cost is per document, not per person signing. It does not change based on the number of parties.

Date of agreement (when using digital signing)

If you plan to use digital signing (remote signing), leave the “Date of Agreement” field blank in the Builder. When you send the agreement for signature, the last person to sign (the landlord or agent) will enter the agreement date.

If you are printing and signing on paper instead, fill in “Date of Agreement” in the Builder only if you already know the signing date. If you do not, leave it blank and write it in by hand on the day everyone signs.

How to use digital signing

1. Build the agreement.
2. Download the PDF and check it carefully.
3. In the tenancies list, open the actions menu and select “Digital signing”.
4. Check the details on-screen, especially names and emails for every party.

Making sure names and email addresses are complete and spelt correctly matters. If anything is wrong, fix it before you submit the signing request.

Fields

Notification email

Enter the email address you want us to use to notify you when someone:

• receives the request,
• opens it,
• signs, and
• when the agreement is completed.

From name

This shows the landlord’s name you previously entered, but Signable does not always display it in the outgoing email.

Tenancy address and fixed term

Read-only. These are there so you can double-check you are sending the right agreement.

Guarantor name and guarantor email

If a guarantor is present, these fields will appear and must be completed. Double-check spelling.

Tenant name and email

You will see each tenant’s name and email as entered in the Builder. If anything is blank, you must fill it in.

If you see empty tenant boxes, edit the agreement and (on page two: tenant details) click “remove” next to the blank tenant entry.

Using the same email:

Multiple parties can share the same email address. However, the reminder feature (including the “send reminder” button) will not be available because Signable cannot determine who should receive a reminder when the email is shared.

Landlord signer’s name and email

Each landlord signer will show the name and email already entered. If any are blank, fill them in.

If you see empty landlord signer boxes, edit the agreement and (on the last page) select the correct number of landlord signers.

Receive event email notifications

Just above the submit button for sending the agreement for signing, you can choose to receive event notifications by email whenever a party is sent the request, opens it, or signs the document.

Be aware that this can be a lot of emails. Some people open the document several times before signing.

If you are new to the system, leave this set to “yes” at first. If you already know the flow and do not want the volume, set it to “no” and track progress in the digital signing events page.

Sending order

After you submit, emails are sent one at a time, in this 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 the deposit on behalf of the tenant, if one)
• Landlord signer 1
• Landlord signer 2 (if one)
• Landlord signer 3 (if one)
• Landlord signer 4 (if one)

As soon as one party signs, the system automatically emails the next party. This continues until everyone has signed.

When the signing is complete, everyone receives an email with the final signed PDF to keep.

The current signing party also receives an automatic daily reminder.

Email address signing requests are from

Signable handles email to each party directly; messages will arrive from document@signable.app. If a party hasn’t received a signing request email, ask them to check their spam/junk folder and search for that address. That email could be added to favourites to avoid accidental spam logging.

Expiry

The agreement expires automatically after 90 days if it is not fully signed. Expired documents cannot be revived; you will need to start again.

When signing is completed

Once all parties have signed:

• Every party gets an email with a link to download the final signed PDF for their records.
• The final PDF includes an audit log at the end (sent, opened, signed events).
• Tenancy Builder receives the signed PDF and replaces the original built PDF with the signed version.

After this point, you will no longer be able to rebuild that tenancy again. This is to prevent someone from accidentally editing and overwriting a signed document.

Digital signing events

While signing is in progress, you can track it via “Digital signing events” in the actions menu for that tenancy.

Note: The “Digital signing events” option does not appear immediately after submission. It shows up once Signable has processed the document and sent it to the first party. If you do not see it, wait about a minute and refresh the page.

On the events page, you can:

• see each party’s progress,
• view a full event log (sent/opened/signed),
• preview and download the current version while signing is in progress,
• cancel the signing request.
• send a reminder to the current party (only once per 24 hours - note: the system automatically sends an email to the active party every 24 hours until signed)
• update the active party’s information (email or name)

Once signing is completed, you can download the final document (including the audit log).

Reminders

The system sends the current signer an automatic reminder once every 24 hours.

If you want to send a manual reminder, go to the digital signing events page. In the signing status section at the top, you can click “send reminder” next to any party where it is available.

Note: If two or more parties share the same email address, the platform will accept it, but the “send reminder” button will be disabled. Signable cannot target a reminder to a specific person when an email address is shared. Automated daily reminders will still send.

Update party email or name

Next to the currently active party who is to sign, you can update their email address or name in case they were entered incorrectly. On updating, the system automatically sends a signing request to the new email, so you don’t need to follow up with a reminder. Use this if you entered the email incorrectly.

Note: this only changes the email address or name for the digital signing requests and notifications. It does not edit the tenancy agreement in any way. If you need to change any text in the PDF, you would need to cancel the signing, duplicate the tenancy, make the changes, build and send for signing again.

Cancel a document

You can cancel a signing request any time before it is completed.

Go to the digital signing events page (from the actions menu). In the top-right corner, you will see two options:

Cancel

Cancels the document formally. All parties are emailed to confirm that the agreement has been withdrawn.

Silent cancel

Expires the document immediately, without sending any emails. This is effectively the same result as letting it expire after 90 days.

Download the completed agreement

After the last person signs, it can take several minutes for the agreement to show as completed.

Once it is completed:

• the final signed PDF is emailed to all parties automatically, and
• you can download it yourself in either place:
  • from the tenancies list actions menu: “Download final” (this is the signed version; it overwrites the earlier built PDF), or
  • from the digital signing events page: “Preview and download” (top right), or
  • from the Signable email containing a link to download the completed agreement.

I have realised it was sent to the wrong email address

If you notice an incorrect email address after submitting the signing request, you can only update it once the email bounces. If that happens, you will receive an email with instructions to correct the address.

Alternatively, navigate to the Digital Signing Events page and next to the active party, you will see a grey Update Info button. When you click, you can update the party’s email address or name. Upon saving, the system automatically sends a new signing request to the new email address, so you don’t need to send a reminder.

Note about the events page after an email change

If an email is changed during signing (either via the bounce link or by us), the digital signing events page may still show the old email address. If this happens, even though the old email still shows on the page, the signing request is sent to the new email immediately after the change.