How do I send a freeform invite to a signer?

Upload your document to airSlate SignNow, click on it, and select Freeform Invite in the right-hand sidebar. Then, add the recipient’s email address and hit Send Invite .

Is there another way to request eSignatures except for sending freeform invites?

Yes, you can send a regular invite to one or multiple recipients. In this case, you will need to add signature fields yourself, and your recipients will only be able to sign the document in the designated fields. In addition, you can share a signing link with the person whose signature you require.

How do I send documents for signing?

Upload a document to airSlate SignNow and open it in the editor. Select Signature Field in the left-hand sidebar and click anywhere on the document to place a signature field. Then, click Invite to Sign in the top right corner of the screen, enter the recipient’s email address, and hit Send Invite .

Do recipients need a airSlate SignNow account to sign my document?

No, your recipients can sign your document on any desktop or mobile device without having to register with airSlate SignNow.

How do I sign a document online?

Upload a document to your airSlate SignNow account and open it in the editor by double-clicking on it. Then, select My Signature in the left-hand menu and click where you want the signature to appear in the document. Finally, select your signature method and hit Sign .

How do I create an electronic signature?

When in the editor, click My Signature in the menu on the left and then click anywhere on the document. In the newly opened window, click Add New Signature . You can type your name, draw your signature using a mouse, touchpad, the sensor screen of your smartphone, or just upload an image of your signature. Once finished, hit Sign .

Can I edit PDF documents with airSlate SignNow?

You can add text, signatures, initials, stamps, checkmark, and the current date to documents as annotations. Besides, it is possible to add various fillable fields, e.g., text fields, dropdowns, radio buttons, attachment fields, conditional fields, and more.

How do you electronically sign a document?

Windows: Use airSlate SignNow Reader To sign a document using airSlate SignNow Reader, first open the PDF document in the airSlate SignNow Reader DC application. Click the \u201cFill & Sign\u201d button in the right pane. Click the \u201cSign\u201d button on the toolbar and select \u201cAdd Signature\u201d to add your signature to airSlate SignNow Reader DC.

How do you sign a Word document on a Mac?

Type the text under the picture and select both picture and text. Under the insert menu click "Auto text" > "New". Write the name of your signature in the dialogue box which appears. Click "OK" once done.

How do I sign a Word document with touch screen?

To add your signature using a Windows tablet or a Windows touchscreen computer, use the tablet pen or your finger to sign your name. Open the Word document that requires your signature and go to the Review tab to click "Start Inking." Select the Pen tool to sign your name to the specific area.

Electronic Signature
Features
Standard eSignature tools
Send Freeform Invites Easily and Securely

Send Freeform Invites with SignNow

Save time adding fields to documents. With airSlate SignNow you can send freeform invites that allow recipients to add their own fields anywhere on your document.

See how it works!Click here to sign a sample doc

Award-winning eSignature solution

Overview of send freeform invites

send freeform invites is a flexible eSignature workflow that lets a sender distribute a signing request to a variable set of recipients without predefining a strict signing order or fixed recipient fields. The sender composes an invite, assigns roles or editable fields as needed, and allows recipients to complete, sign, and return the document. In regulated U.S. environments this method supports common authentication options and audit logging to maintain evidentiary records while reducing preparatory steps compared with rigid routing templates.

When send freeform invites are appropriate

Use send freeform invites to simplify ad hoc signing, accommodate varying recipient lists, and speed approvals for documents that do not require a locked signer sequence or pre-assigned signature slots.

Common challenges to anticipate

Untracked recipient lists can complicate audit trails if roles and permissions are not set before sending.
Varying signer identity controls increase risk unless authentication and access restrictions are applied consistently.
Document version control issues may arise when multiple invite cycles occur without clear retention policies.
Nonstandardized field placement can lead to incomplete submissions or inconsistent data capture across signers.

Representative user profiles

HR Manager

An HR Manager issues onboarding documents and policy acknowledgements to new hires and contractors. They rely on freeform invites to send documents to different combinations of recipients quickly, apply access tokens when required, and maintain an auditable record of acceptance for personnel files and compliance reviews.

Field Sales Rep

A Field Sales Rep sends proposals and amendments to prospects encountered during meetings. They value the ability to create a one-off invite, attach a contract, and collect signatures without creating a formal reusable template, while preserving verification data and timestamps for sales records.

Typical organizations and teams using freeform invites

Small to mid-size teams and departments that require flexible, on-the-fly signature requests often choose freeform invites for operational simplicity.

Human resources teams handling variable onboarding packets and acknowledgements.
Sales representatives sending ad hoc agreements or amendments to prospects.
Legal operations and contract managers circulating drafts for rapid review.

Larger enterprises may use freeform invites for low-risk, internal approvals while applying stricter workflows for high-value contracts.

Advanced capabilities that enhance freeform invites

Beyond basics, these capabilities help organizations scale ad hoc signing with governance, integration, and reporting functionality.

Bulk notifications

Senders can issue repeated reminder schedules or batch notifications to outstanding recipients, reducing manual follow-up and improving completion rates while maintaining auditability.

Role-based permissions

Assign roles that control which users can place fields, send invites, or finalize documents, ensuring separation of duties and conforming to internal control frameworks.

API access

Programmatic endpoints let applications generate freeform invites, attach documents, and track status to integrate signing into business systems and automate routine tasks.

Conditional fields

Fields that appear based on earlier responses allow more dynamic forms and help reduce signer confusion by only showing relevant inputs during a freeform signing session.

Reporting dashboard

Centralized dashboards provide status summaries, completion metrics, and exportable logs for compliance reviews and operational monitoring across freeform invite activity.

Integrations

Native connectors to cloud storage and common business applications make it straightforward to attach documents and archive signed records without manual downloads or uploads.

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Core features that support freeform invites

Several platform-level features make freeform invites practical for everyday use, balancing flexibility with necessary controls for secure signing.

Field editor

A drag-and-drop field editor lets senders place signature, initial, date, and custom data fields directly on a document prior to distributing a freeform invite, allowing accurate data capture without building a template.

Authentication options

Multiple authentication choices—email confirmation, SMS code, and optional knowledge-based methods—allow senders to tailor signer verification to the transaction’s risk and compliance requirements.

Expiration controls

Senders may apply expiry dates or set time-limited access to invites to reduce the window for unauthorized signing and to help enforce document lifecycle policies.

Audit trail

Each freeform invite transaction includes a tamper-evident audit trail that records signer verification method, timestamps, IP addresses, and document events for compliance and recordkeeping.

How freeform invites progress from sender to signer

This sequence explains the typical flow from creating an invite to completing the signing event and recording the transaction.

Compose invite: Upload doc and configure fields
Configure access: Set authentication and expiry
Distribute link: Send to recipients or broadcast
Complete signing: Signers authenticate and apply signatures

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Quick step-by-step: sending a freeform invite

Follow these concise steps to prepare and send a freeform invite while maintaining necessary controls and documentation.

01

Select document: Choose the file for signing
02

Define roles: Assign signer roles or leave flexible
03

Set authentication: Choose email, SMS or password
04

Send invite: Distribute and monitor responses

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Typical workflow settings for freeform invite deployments

Recommended baseline configuration items for team use of freeform invites; adjust values to fit organizational policy and compliance needs.

Setting Name	Configuration
Reminder Frequency	48 hours
Default Authentication Method	Email verification
Invite Expiration	14 days
Template Approval Required	No
Audit Log Retention	7 years

Platform and device requirements for freeform invites

send freeform invites work across modern browsers and mobile environments, but specific features and authentication methods may vary by platform and device capabilities.

Desktop browsers: Chrome, Edge, Safari
Mobile devices: iOS and Android
Network needs: TLS-enabled connections

For best results, use up-to-date browser versions, ensure JavaScript and cookies are enabled for the signing session, and confirm mobile users have a recent OS release to support SMS authentication and secure document handling.

Security and authentication controls

Access tokens: Time-limited links

Email verification: Standard confirmation

SMS codes: Optional two-factor

Password protection: Sender-defined passwords

Document encryption: AES-256 at rest

Audit logging: Detailed event records

Practical examples of send freeform invites

Two representative scenarios show how freeform invites streamline ad hoc signing while preserving compliance controls and operational records.

Onboarding Acknowledgement

A human resources coordinator prepares an employee handbook acknowledgement and sends a freeform invite to a new hire with email verification set and password protection applied

Role assignment is flexible to include manager countersignature if needed
The document retains a full audit record and time-stamped events for HR files

Resulting in a defensible acceptance trail and reduced manual filing work.

Sales Amendment

A sales representative updates agreement terms after negotiation and sends the revised page to a prospect using a freeform invite with SMS code authentication

No template creation is required and fields are added directly to the document
The transaction logs signer IP, authentication method, and timestamp for internal records

Leading to faster deal closure and clear proof of signature integrity.

Best practices for secure and reliable freeform invites

Apply consistent policies and operational habits to reduce risk and improve accuracy when using freeform invites across teams.

Standardize authentication level per document type

Define a minimum authentication requirement tied to document sensitivity so senders know when to use email verification, SMS code, or stricter identity checks. Document this policy for audits and train staff on its application.

Use templates for recurring documents

When documents are reused frequently, convert them to templates with predefined fields and roles. This reduces layout errors, ensures consistent data capture, and still allows freeform invites for truly ad hoc situations.

Implement retention and version control

Establish retention schedules and versioning rules so signed records are stored in a controlled repository. Maintain a single source of truth and avoid distributing multiple uncontrolled copies.

Limit invite lifespan and monitor access

Set sensible expiration periods for invites and review access logs regularly. Short lifespans reduce exposure to leaked links and make auditing easier if a signature’s authenticity is later questioned.

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Data accuracy, security, and compliance

airSlate SignNow is committed to protecting your sensitive information by complying with global industry-specific

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FAQs and troubleshooting for send freeform invites

Answers to common operational and technical questions to help users resolve typical issues when sending or managing freeform invites.

Why did a recipient report an invalid link?
Confirm the invite link has not expired and that the sender set the correct expiration period. If the link is time-limited, generate a new invite or extend the expiration. Check that copy-pasted links did not truncate characters when shared via messaging apps.
How do I change authentication after sending?
Authentication typically cannot be changed for an active invite because it affects the transaction record. Cancel the existing invite and send a new invite with the desired authentication method to ensure the audit trail reflects the correct verification approach.
What should I do if a signer claims they never received the invite?
Verify the recipient email address and check spam or quarantine folders. Confirm delivery logs in the platform for bounce messages. Resend the invite or provide a new, time-limited access link if necessary while documenting the action for audits.
Can I require a manager to countersign after freeform signing?
Yes; include a conditional role or follow-up invite step that assigns countersignature to a manager. Alternatively, configure a two-step workflow where the initial freeform invite completes and a subsequent invite is issued to the approving manager.
How do I preserve records for legal or regulatory review?
Export the completed document and associated audit log, and store both in a controlled repository that meets retention policies. Maintain hash or tamper-evident seals when required and document chain-of-custody procedures to support legal admissibility.
Why are some fields not appearing for signers?
Ensure fields are placed on the correct page and assigned to the intended role or made optional. Verify that conditional logic does not hide fields. Test the invite as a sample recipient to reproduce and correct placement or logic errors.

Comparison: digital freeform invites vs. paper processes

A concise comparison of key criteria across leading eSignature platforms and conventional paper-based workflows to highlight availability and practical differences.

Feature or Criteria Name for Comparison	signNow (Recommended)	Adobe Sign	DocuSign
Ad hoc invite support
Flexible recipient lists
Audit trail detail	Extensive	Extensive	Extensive
Paper-based equivalent	Not applicable	Not applicable	Not applicable

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Compliance risks and penalties to consider

Insufficient authentication: Evidence weakens

Missing audit details: Enforceability reduced

Improper PHI handling: HIPAA violations

FERPA exposure: Student data risk

Retention failures: Regulatory penalties

Unauthorized access: Data breach liability

How to send freeform invites with airSlate SignNow

When sending documents for filling out and signing, save time on adding necessary fields by allowing recipients to insert data themselves.

With a freeform invite, a recipient can annotate the document and control signature placement.

Easy to start

Upload a document or template to your airSlate SignNow account by clicking Upload Documents/Upload Templates.

Easy to navigate

Once the document is uploaded, click on it to view more options. In the right-hand sidebar, select Freeform Invite. This option is also available if you click the More button next to the document name.

Easy to send

Before sending a freeform invite, you may want to customize the subject line and message shown to a recipient once they open your email. Then, enter a recipient’s email address (or the addresses of multiple recipients) and click Send Invite.

Send Freeform Invites with SignNow

Award-winning eSignature solution

Overview of send freeform invites

When send freeform invites are appropriate

Common challenges to anticipate

Representative user profiles

HR Manager

Field Sales Rep

Typical organizations and teams using freeform invites

Advanced capabilities that enhance freeform invites

Bulk notifications

Role-based permissions

API access

Conditional fields

Reporting dashboard

Integrations

Choose a better solution

Core features that support freeform invites

Field editor

Authentication options

Expiration controls

Audit trail

How freeform invites progress from sender to signer

Quick step-by-step: sending a freeform invite

Why choose airSlate SignNow

Typical workflow settings for freeform invite deployments

Platform and device requirements for freeform invites

Security and authentication controls

Practical examples of send freeform invites

Onboarding Acknowledgement

Sales Amendment

Best practices for secure and reliable freeform invites

FAQs and troubleshooting for send freeform invites

Comparison: digital freeform invites vs. paper processes

Get legally-binding signatures now!

Compliance risks and penalties to consider

How to send freeform invites with airSlate SignNow

Easy to start

Easy to navigate

Easy to send

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