How to Request and Collect Document Signatures

When to use this

Use document signatures when your association needs a clear, auditable record that members reviewed and signed a specific document version.

• Constitution updates and adoptions.
• Annual service charge accounts acknowledgement.
• Building policy confirmations and compliance declarations.

Permissions and prerequisites

• Only admins and treasurers can create or cancel signature requests.
• Only PDF files can be used for signature requests.
• Members can sign only requests they are eligible to access.

Step 1: Upload the source document

1. Go to Dashboard → Documents.
2. Upload your PDF with title, category, and visibility settings.
3. Confirm the file appears in the documents list.

Step 2: Configure signature fields visually

1. On the PDF row, click Request Signatures.
2. Click directly on the PDF preview to place a signature field.
3. Drag fields to move them and use corner handles to resize.
4. Optionally add a field label (for example, Director signature or Date).
5. Add request notes and optional due date.
6. Click Send Signature Request.

Step 3: Member signing flow

Eligible members see requests in the Pending Signatures panel. They can draw their signature in-app and submit immediately.

• Members click Sign Document.
• They draw a signature and submit.
• The platform generates a signed PDF copy in the configured location.

Track progress and follow up

• Click View Signature Progress to see signed vs pending members.
• Open per-member signed PDFs for verification and record keeping.
• Cancel requests if the source document changes or the campaign is no longer needed.

Why this helps your association

Centralising signatures in LeaseholdConnect reduces ad-hoc email chasing and keeps evidence linked directly to the original document and member records.

• Clear audit trail for who signed and when.
• Faster collection compared to offline or email-only workflows.
• Signed files remain accessible from the same dashboard your team already uses.