Add and Manage Multiple Signers

Managing documents that require multiple signatures can be complex, but SignNow makes it simple and efficient. Whether you need to send contracts, agreements, or forms to several people, SignNow provides flexible tools to add, organize, and track multiple signers. This guide will walk you through every step — from adding signers and assigning roles to setting signing order, sending invites, and monitoring progress. By the end, you’ll be able to streamline your multi-signer workflows and ensure every document is signed accurately and on time.

Understanding Multiple Signers in SignNow

SignNow is designed to handle documents that require input from more than one person. You can add multiple signers to a single document, assign each signer specific fields, and control the order in which they receive and sign the document. This flexibility is essential for workflows like HR onboarding, contract approvals, or any process where several stakeholders must review and sign. With SignNow, you can choose whether all signers receive the document at once or in a specific sequence, ensuring your workflow matches your business needs.

Adding Multiple Signers to a Document

There are several ways to add multiple signers in SignNow, depending on your workflow. You can add signers directly from the document editor, when sending an invite, or by editing the signing order from your account or templates. Each method gives you control over who signs, in what order, and which fields they are responsible for. Let’s explore these options in detail.

Adding Signers from the Editor

When preparing a document in the editor, click Edit Recipients on the left toolbar to open the recipient management modal. Here, you can add new recipients by clicking Add Recipient, assign each a role (like 'Signer 1' or 'Manager'), and enter their email addresses or select from your address book. If you don’t have all emails handy, you can add them later during the invite process. Switching between signers allows you to drag and drop fillable fields for each person, with color-coded fields making it easy to see who is responsible for what. Once you’ve set up all recipients and fields, click Save and Close to finish.

Setting the Signing Order When Sending Invites

When you’re ready to send your document for signing, you can control how and when each signer receives it. Click Invite to Sign > Single Invite to open the invite settings. Here, you’ll see two options for signing order:

• At the same time: All signers receive the document simultaneously and can sign in any order.
• In Order: Signers receive the document sequentially, following the order you specify.

Choose the option that fits your workflow, complete the invite details, and send the document. This ensures your signing process is either collaborative or strictly sequential, depending on your needs.

Adding or Editing Signers and Signing Order from Your Account or Templates

SignNow allows you to set or edit the signing order for documents and templates directly from your account. For documents, select the file and choose Edit Signing Order from the menu. In the modal, you can add signers, define the order by creating multiple signing steps, and drag signers into different steps. Signers in later steps will only receive the document after those in earlier steps have signed. For templates, you can set a default signing order so every time the template is used, the workflow is already defined. Add signers, drag them into steps, and save default email addresses if needed. This is especially useful for recurring processes like HR onboarding or contract approvals.

Assigning Roles and Signer-Specific Fields

Assigning roles to signers is a powerful way to clarify responsibilities and streamline the signing process. In SignNow, each signer can be given a unique role (such as 'Employee', 'Manager', or 'HR'), and you can assign specific fields to each role. When adding fields in the editor, simply select the signer and drag the required fields onto the document. Each signer’s fields are color-coded for easy identification. This ensures that each recipient only sees and completes the fields relevant to them, reducing confusion and errors.

Setting and Managing Signing Order

The signing order determines whether signers receive the document at the same time or in a specific sequence. In SignNow, you can set the signing order when sending an invite or by editing the document or template settings. Use the 'In Order' option to create sequential signing steps, or 'At the same time' for parallel signing. You can add as many steps as needed, and signers within the same step can sign independently. This flexibility is ideal for workflows that require approvals in stages, such as legal reviews followed by executive sign-off.

Sending Documents to Multiple Signers

Once your document is prepared and signers are assigned, sending it out is straightforward. You can send a single document to multiple signers by inviting them directly, or use a template and create a Signing Link to share with all recipients. Each recipient will sign their own copy, and all signed documents will be available in your account. This is especially useful for distributing standardized forms or agreements to a large group without managing each invite individually.

Managing Document Groups for Multiple Signers

For scenarios where you need to send several documents as a package to one or more signers, SignNow’s Document Groups feature is invaluable. You can create a group, add multiple documents, and assign recipients and signing order for the entire package. This is perfect for onboarding packets, sales bundles, or any process requiring multiple documents to be signed together. Document Groups allow you to:

• Bundle documents and send them as a single package
• Assign recipients and set signing order for the group
• Customize messages and advanced settings for each recipient
• Track the status of each document and recipient in the group

Using Bulk Invite for Mass Document Signing

When you need to send the same document to a large number of recipients, SignNow’s Bulk Invite feature is the ultimate time-saver. Start by preparing your template and setting up signing roles. You can add recipients manually or upload a CSV file with email addresses for each role. For templates with multiple roles, each role can have its own column in the CSV. You can also fix certain roles to specific emails and leave others open for bulk upload. Customize the invitation email, select a destination folder for signed documents, and send all invites in one click. Tracking is easy — simply open the folder or template to view the status of all sent documents.

Tracking and Managing Signing Progress

After sending your documents, SignNow provides robust tracking tools so you always know the status of each signer. You can monitor who has viewed, signed, or declined the document, resend invites, or make changes if needed. For document groups and bulk invites, you can filter by status, view detailed logs, and download signed documents as needed. This transparency ensures you never lose track of important agreements and can follow up promptly with any outstanding signers.

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