Digital Signing

One of the most outstanding features of Tenancy Builder is the integrated digital signing.

The agreement must have first been “built” and a downloadable PDF available. When using digital signing, we automatically upload the final built PDF agreement, which will be used for the signing.

The field “is this to be draft” must be set to “no” to use digital signing.

A digital signing costs 100 credits. Subscribers are given free credits each time you join/renew, and also, some credits were given for free on the 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 are irrespective of the number of parties signing, and it’s per document, not per signatory.

Procedure for using digital signing

After an agreement has been built, you should carefully check the PDF’s contents 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.

Ensure all party names and emails are completed

Ensuring all party names and emails are filled in and spelt correctly is essential.

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 notify you when a party has signed and when the agreement is completed.

From Name

The from name will be displayed in the email requesting a signature.

Tenancy Address and Fixed Term

These are read-only fields to ensure 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

The name and email, as previously entered, will be displayed for each tenant. If any are blank, they must be filled in.

Check all are spelt correctly.

Landlord Signers Name and Email

The name and email as previously entered for each landlord signer 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 in the same order as seen on the 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 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 one party signs, the system automatically sends an email to the next party in the list until all parties have signed.

Once completed, all parties get an email with the final PDF signed agreement to retain.

Digital Signing Events

As the signing progresses, you can view events by clicking ”digital signing events” in the actions button from the tenancies list.

Cancel a document

Before the document has been completed, you can cancel it.

Go to the digital signing events page and click “cancel” in the top right corner.

Download the completed agreement

Once all parties have signed, the document will be marked as completed (seen on 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 completed, the document will automatically be emailed to all parties, where you can download the copy to store it somewhere safe.

You can download the document by either clicking” download final” from the actions button in the tenancies list (the system overwrites the previously built agreement with the signed one). Or, go to the digital signing events page (via the actions button) and click download final at the top right.

I’ve Realised the Document Has Been Sent With the Wrong Email Address.

If the agreement has been submitted for remote signing and you realise there’s a wrong email address 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.