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Sending documents & collecting signatures

Document records live under Dashboard → Documents → Records. The top shows your totals: Pending, Viewed, Signed, and Voided. Each record lists the document, client, booking, type, status, and completion time.

Record lifecycle​

A record moves through these statuses:

  • Draft — created but not sent.
  • Sent — the customer has a signing link. Shown as Pending in the totals.
  • Viewed — the customer opened the link.
  • Signed — the customer completed it.
  • Needs resign — a newer template version requires completion.
  • Voided — you cancelled the document.

Sending and managing​

  • Save and send — available while the record is a draft. Sends the signing link by email. The customer needs an email address on file.
  • Resend signing link — for records that are sent, viewed, or need a re-sign.
  • Void document — cancels a document; you'll be asked for a void reason. Voided documents no longer open for customers.

The record detail page shows the rendered document, a Download PDF link, and an Activity log of every step — sent, viewed, signed (with name and time), or voided.

What the customer sees​

The signing link opens a page with your business name and the document. No account is needed. The document is marked Viewed the first time it's opened, then the customer completes it one of two ways, depending on the template:

  • Typed signature — they enter their full legal name and tick "I have read and agree to this document.", then choose Sign document.
  • Acknowledgment — they tick the agreement checkbox and choose Acknowledge document.

After completing, they see "Document signed" with a thank-you message. You get notified in the app, and the customer receives a copy of the signed document by email.

Staff-assisted completion​

If you've enabled Allow staff-assisted client completion in Settings → Forms & Documents, a staff member can open a document on their own device for a client to complete in person. The page tells the customer a staff member opened the form and that they must review and complete it themselves — staff can never sign on a client's behalf.

Reminders​

For documents due before appointment, Slotted reminds clients ahead of the booking. Set the reminder days in Settings → Forms & Documents — a comma-separated list of days before the appointment (default 3, 1).