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Documents and contracts

How to set up a contract for multiple signers with roles (buyer, co-signer, witness)

In the template under Payments › Documents & Contracts › Templates, click a signature field, choose Add Role, name it (Buyer, Witness…) and set the name, email and phone as fixed values or contact fields. Up to 6 roles per template; the workflow fills in and routes each signer.

Updated on

Before you start

  • Have a template in Payments › Documents & Contracts › Templates.
  • If the other signers' details change from client to client (for example, the co-signer's email), create contact custom fields to store them (e.g. "Co-signer name", "Co-signer email") in Settings › Custom Fields.
  • Each signer needs an email (and a phone number if you send by SMS).
Where to find it

Payments › Documents & Contracts › Templates › (open the template) › signature field › Add Role

Step by step

Create the roles in the template

  1. Open Payments › Documents & Contracts › Templates and open or create the template.
  2. Add a Signature field (or Date, Text…) and click it.
  3. Click Add Role.
  4. Enter the Role Name, for example "Buyer", "Co-Signer" or "Witness". This name appears above the signature when the person receives the document.
  5. For Name, Email and Phone Number, choose one of two ways:
    • static value: when it's always the same person (for example, your manager);
    • contact custom field: when it changes per client (for example, "Co-signer email"). The system fills it from the contact's record at send time.
  6. Save the role. The field you clicked is now assigned to it.
  7. For other fields (initials, date, text) of the same role, add the element and pick the role from the dropdown. For another party, repeat from step 3. You can have up to 6 roles per template.
  8. Make sure at least one field is assigned to the Contact role (the primary client, the one who enters the workflow). Without it, the send action won't work.
  9. Click Save.

Send through a workflow

  1. In Automation › Workflows, add the Send Documents & Contracts action and pick the template.
  2. In the Assign Roles section, review each role's details: static values show right away; custom fields are resolved when the workflow runs.
  3. If a specific deal needs different details, click Edit next to the role and enter the name, email or phone. Values entered here override the template.
  4. Save the action and publish.

Tips

  • Each signer gets their own link and only sees the fields for their role.
  • Set a signing order at send time if you want the co-signer to receive the document only after the client signs.
  • The contact enrolled in the workflow is always the primary recipient; the other roles come from the template or the action.

Common problems

  • The send action errors or doesn't send → No field is assigned to the Contact role. Open the template, assign at least one signature field to Contact and save.
  • The second signer didn't receive anything → The role's email is empty (custom field not filled in on the contact) or the signing order is waiting for the first signer. Fill in the contact field or check the order.
  • The role doesn't appear under Assign Roles → The role has no fillable field assigned. Go back to the template and assign it at least one field.
  • I need more than 6 signers → The limit is 6 roles per template. Split the contract into two documents.

Frequently asked questions

Can I use roles on a standalone document without a workflow?

Roles are defined on templates and filled in when sent through a workflow. For a manual send, add the recipients on the document itself and assign the fields to each one.

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