📋 Complete Guide for HOCATT Team

CRM Document Signatures

Your complete reference for creating, editing, sending, and managing document signature templates. Everything you need is built right into the CRM.

📑 Quick Navigation

1
Getting Started
2
Creating Templates
3
Adding Fields
4
Merge Fields
5
Editing Templates
6
Sending Documents
7
Automation
8
Tracking Status
9
Expiration Settings
10
Post-Signing
11
Best Practices
1

Getting to Document Templates

First things first — here's how to find your document templates:

Payments ▸ Documents & Contracts ▸ Templates
⚠️ Important

Make sure the URL shows "templates" — this is where you manage reusable templates, not individual sent documents.

2

Creating a New Template

You have three ways to create a new document template:

Option A

Build from Scratch

  1. Click + New → Create New Template
  2. Name your template descriptively (e.g., "HOCATT Training Agreement" or "Equipment Waiver")
  3. Use the drag-and-drop editor to build your document
Option B

Upload an Existing PDF

  1. Click + New → Upload PDF
  2. Select your PDF file
  3. Once uploaded, overlay signature fields, text fields, and other fillable elements on top
💡 Pro Tip

This is perfect for converting your old external platform templates — just upload the PDF and add the signature fields.

Option C

Use a Pre-Built Template

  1. Browse the template library for starting points
  2. Select one and customize it to HOCATT's needs

What You Can Add to Templates

🏢
Company Logo
Branding images
📝
Text Blocks
Contract terms, descriptions
🔗
Merge Fields
Auto-fill contact info
💰
Product Lists
Services and pricing
✍️
Signature Boxes
Client and sender
📊
Tables
Structured data
📄
Page Breaks
Multi-page documents
✅
Fillable Fields
Signature, text, dates
3

Adding Signature and Fillable Fields

Available Field Types

Field Type What It Does When to Use It
Signature Captures a legally binding e-signature Bottom of contracts, authorization sections
Initials Captures initials for specific clauses Individual paragraphs that need acknowledgment
Text Field Free-form text input from the signer Custom information the signer needs to fill in
Date Field Captures a date Signing date, start date, etc.
Checkbox Yes/No selection Agreement checkboxes, opt-in selections

How to Add Fields

  1. Open your template in the editor
  2. Find the fillable fields section in the elements panel (left side)
  3. Drag and drop the field type onto the document where you want it
  4. Position it precisely — for example, signature at the bottom, date next to it

Assigning Fields to Recipients

When you have multiple signers:

  • Click on each field and assign it to the correct recipient
  • Recipients with at least one signature field = Signers (they must sign)
  • Recipients without signature fields = CC recipients (they get a copy but don't sign)
  • Each signer gets their own unique link showing only their assigned fields

Signature Type Settings

Go to Payments → Documents & Contracts → Settings → Document Settings to control how people sign:

✏️
Draw
Hand-drawn signature only
⌨️
Type
Typed name in script font
🔀
Both
Signer chooses their preference
⚠️ Note

This setting applies to ALL documents from the account.

4

Using Merge Fields (Auto-Fill Variables)

Merge fields automatically fill in contact information when a document is sent. They use double curly braces.

Most Common Merge Fields for HOCATT

Contact Info (auto-fills from the recipient's record)

{{contact.name}} -- Full name {{contact.first_name}} -- First name {{contact.last_name}} -- Last name {{contact.email}} -- Email address {{contact.phone}} -- Phone number {{contact.company_name}} -- Company name {{contact.full_address}} -- Complete address

Your Business Info

{{location.name}} -- HOCATT business name {{location.full_address}} -- HOCATT address {{location.phone}} -- HOCATT phone {{location.email}} -- HOCATT email {{location.website}} -- HOCATT website

Today's Date

{{right_now.middle_endian_date}} -- Today (MM/DD/YYYY) {{right_now.year}} -- Current year

Custom Fields (for HOCATT-specific data)

{{contact.custom.your_field_key}} -- Any custom field you've created

Rules for Merge Fields

🚨 Critical Rules
  • They are case-sensitive: {{contact.name}} works, {{Contact.Name}} does NOT
  • Use underscores for spaces: first_name not first name
  • If the contact doesn't have that data, the field shows up blank in the document

Linking Fillable Fields to Custom Values

You can connect text and date fields directly to contact records:

  1. Add a text or date field to your template
  2. Add at least one recipient
  3. Click the link button above the field
  4. Select which custom value(s) to link
  5. When the recipient fills in and signs, the data automatically updates their contact record
5

Editing an Existing Template

  1. Go to Payments → Documents & Contracts → Templates
  2. Click on the template you want to edit
  3. Make your changes in the editor
  4. Click Save
⚠️ Important Things to Know
  • Sent documents are locked — you cannot edit a document after it's been sent
  • Template changes only affect future documents, not ones already sent
  • To fix a sent document: clone it, edit the clone, resend to the recipient
6

Sending Documents for Signature

Manual Send

  1. Open a template or create a new document
  2. Click to add recipients (type their name/email or select from contacts)
  3. Set signing order if needed (toggle on/off)
  4. Review settings (expiration, redirect URL)
  5. Click Send
✅ What Happens Next

The contact gets an email with a secure link — they sign right in their browser, no app needed.

Sending Options

Method How It Works
Email Standard method, branded email with document link
Direct Link Copy a URL to share via chat, SMS, or any other channel
Public Document Link For standard agreements (NDAs, waivers) where you don't need to create a contact first

Public Document Links

Great for standard forms that lots of people need to sign:

  1. Go to Documents & Contracts → Templates
  2. Click New Template → Publish or New → Create Public Document
  3. The CRM generates a unique public URL
  4. Share that URL anywhere — website, email, QR code
  5. Recipients enter their name and email to access and sign
  6. All signed responses show up in the Responses section
  7. You can unpublish anytime to stop accepting new signatures

Multiple Recipients / Signing Order

  • Add multiple people to one document
  • Assign each person their specific fields
  • Signing Order ON: Emails go out one at a time in the order you set (drag to reorder)
  • Signing Order OFF: Everyone gets the email at the same time
  • Each signer sees ONLY their assigned fields
7

Setting Up Automated Sending via Workflows

This is where the real power is — automatically sending documents when certain events happen.

How to Set It Up

Step 1

Create the Workflow

  1. Go to Automation → Workflows
  2. Click Create Workflow → Start from Scratch
Step 2

Choose Your Trigger

What event starts the automation?

  • Tag added to contact
  • Pipeline stage changed
  • Form submitted
  • Appointment scheduled
  • Any other trigger
Step 3

Add the Document Action

  1. Add the action "Send Documents & Contracts"
  2. Configure:
    • From User: Who appears as the sender
    • Template: Pick your template
    • Sending Mode:
      • Send Directly — Fires automatically, no review needed
      • Create as Draft — Creates the doc but holds it for manual review
    • Channel: Email or Direct

Example Workflows for HOCATT

🎓
New Training Client
Tag added → Auto-send Training Agreement
✅
Client Onboarded
Stage changed → Send Liability Waiver
📋
Form Submitted
Website form → Send Intake Document
🎉
Document Signed
Signature received → Move pipeline + welcome email

Triggering Actions When Documents Are Signed

You can also set up workflows that fire AFTER someone signs:

  1. Create a new workflow
  2. Select Documents & Contracts as the trigger (under Payments)
  3. Filter by status: Sent, Viewed, Signed, Completed, Expired, or Declined
  4. Filter by specific template if needed
  5. Add your follow-up actions (send email, add tag, move pipeline stage, notify team)
⚠️ Important Requirements
  • Contacts must have a valid email address for document sending
  • Templates must be saved before they can be used in workflows
  • Use Draft mode for high-value or sensitive documents that need a human review before sending
8

Tracking Document Status

Dashboard View

Go to Payments → Documents & Contracts to see all documents organized by:

📝
Draft
Created but not sent yet
⏳
Waiting for Others
Sent, waiting for signatures
✅
Completed
All signatures collected
💰
Payments
Documents with payment status
📦
Archived
Completed or inactive documents

Checking on a Specific Document

  • Quick check: Hover over the contact icon to see when they last viewed it
  • Full history: Click the three-dot menu → View History to see the complete timeline (sent, viewed, signed, all timestamps)

Quick Actions (Three-Dot Menu)

From any document, you can:

👁️
View
📋
Clone
✅
Mark as Completed
⬇️
Download PDF
🔄
Convert to Template
🔗
Share via Link

Contact-Level View

You can see all documents for a specific contact from their record:

  1. Go to the contact
  2. Click the Document Management icon
  3. Browse All or Sent tabs

Notifications

The CRM automatically sends notifications:

To Notification
The Client Document received
Document signed confirmation
Expiry warning (1 day before)
Your Team Document viewed alert
Document signed alert
✏️ Customization

You can customize all notification emails (From Name, From Email, subject line, message body) under Settings → Document Settings.

9

Document Expiration Settings

Why Use Expiration

Prevents old proposals/agreements from sitting open indefinitely.

Global Setting

Payments ▸ Documents ▸ Settings ▸ Documents ▸ Expiration Settings
  1. Toggle on
  2. Set default expiration in days
  3. Optionally enable reminder notifications (sent 1 day before expiry)

Per-Document Setting

Override the global default on individual documents — set a custom expiration period.

How It Works

  • Countdown starts from when the document is sent
  • Uses your location's timezone
  • Once expired: marked "Expired," locked from signing, but still visible for reference
  • Once sent, the expiry date is fixed — to change it, create and send a new document
10

Post-Signing Redirect

Send clients to a specific page after they sign (thank-you page, scheduling link, onboarding form).

Global Setting

Payments ▸ Documents & Contracts ▸ Settings ▸ Document Settings
  1. Toggle "Redirect to a Custom URL"
  2. Enter your URL
  3. Choose: open in existing tab or new tab

Per-Document Setting

Override the global redirect on individual documents in the document editor under Settings → Document Settings.

⚠️ Note

Document-level redirects override global redirects.

11

Best Practices

📌 Name templates clearly

Include the document type and purpose (e.g., "HOCATT Training Agreement - New Client")

📚 Use the Content Library

Save reusable blocks (headers, terms sections, signature blocks) so they stay consistent across templates. Hover over a block → "Add to Content Library" → Name it → Reuse anywhere

🔗 Use merge fields everywhere

Let {{contact.first_name}}, {{contact.email}}, dates, etc. auto-fill instead of typing manually each time

👁️ Test before sending

Always use the Preview option before sending a live document

⚙️ Set global defaults first

Configure signature type, expiration, and redirect URL globally, then override per-document only when needed

♻️ Convert good one-offs to templates

If you build a document from scratch that works well, click the three-dot menu → "Convert to Template" to reuse it