E-Documents

Orgo E-Documents is a document creation and e-signature feature within Orgo that lets organizations draft templates, assign them to members, and collect electronically signed agreements. Built for membership organizations that need signed agreements from their members, including youth organizations, professional associations, trade unions, and cooperatives, as well as any group collecting consent, waivers, or acknowledgments from members. Replaces paper-based agreement forms, and replaces tools like DocuSign for routine member sign-offs such as waivers, codes of conduct, and membership agreements, not for documents requiring jurisdiction-specific legal certification.

Document types include membership agreements, volunteer contracts, photo releases, and codes of conduct.

Do I need E-Documents?

You want to…	E-Documents?
Have new members sign a membership agreement	Yes
Collect photo/video release consent	Yes
Get volunteers to sign a contract before starting	Yes
Have members acknowledge a code of conduct	Yes
Issue completion certificates	Yes
Store and share general documents	No — use Files
Send contracts requiring legally binding e-signatures	Depends — Orgo signatures capture identity and timestamp, but check your jurisdiction’s requirements

How it works

Admin workflow

Create a template

Design the document with placeholders for member data.

Assign to members

Select who needs to sign — individually, by group, by user type, or all members.

Members are notified

They receive an email and in-app notification.

Track completion

Monitor who has signed and send reminders to those who haven’t.

Member experience

Receive notification about a document to sign
Open and read the full document
Click Sign to sign electronically
Download a copy for their records

Creating a template

Settings → Features → E-Documents → Create Document Template

Placeholders

Insert dynamic content that fills in automatically per member:

Placeholder	Output
`{firstName}`	Member’s first name
`{lastName}`	Member’s last name
`{email}`	Member’s email address
`{phone}`	Member’s phone number
`{address}`	Member’s street address
`{postalCode}`	Member’s postal code
`{currentTown}`	Member’s city/town
`{dateBirth}`	Member’s date of birth
`{dateJoined}`	Date the member joined
`{organizationName}`	Your organization’s name
`{organizationShortName}`	Your organization’s short name
`{dateSignature}`	Date of document signature
`{profession}`	Member’s profession
`{membershipFeeAmount}`	Fee amount for the member

Custom fields are also available as {custom_field_ID} where ID is the custom field’s numeric identifier.

Example template

MEMBERSHIP AGREEMENT

I, {firstName} {lastName}, agree to the terms and conditions
of membership in {organizationName}.

By signing below, I acknowledge that I have read and
understood the organization's code of conduct and agree
to abide by its terms.

Date: {dateSignature}

Document types

Type	Use for
Contracts	Membership agreements, volunteer contracts — require signature
Policies	Code of conduct, privacy policy — require acknowledgment
Certificates	Training completion, achievement — issued to members
Membership cards	Auto-generated membership documentation

Document statuses

Status	What it means
Pending	Assigned to member, waiting for their action
Signed	Member has signed
Expired	Signing deadline passed without signature
Cancelled	Admin cancelled the document

Signature records

Each electronic signature captures:

Who signed (member identity)
When they signed (date and time)
From where (IP address)
How (device information)

This creates an audit trail for each signed document.

Managing documents

Sending reminders

For members with pending documents, send manual reminders or configure automatic reminders before the deadline.

Members access their documents

Members find their documents at Profile → E-Documents — both pending and completed.

Common scenarios

How do I get all members to sign a new policy?

Create the document template, then assign it to all members (or filter by user type, group, etc.). Everyone gets notified. Use the tracking view to see who hasn’t signed and send reminders.

A member signed the wrong document version

Cancel the old document and create a new one with the correct content. Assign it to the affected member(s). They’ll receive a new signing request.

Are these signatures legally binding?

Orgo captures identity, timestamp, and IP address with each signature. In many jurisdictions this meets electronic signature requirements, but legal standards vary. Check your local regulations or consult legal counsel for high-stakes documents.

Can I require signing during registration?

E-Documents are assigned after account creation. For pre-registration agreements, include terms acceptance in the registration or adhesion form instead.

Members aren't signing their documents

Send reminders. Set reasonable deadlines. Keep documents short and clear — a 20-page legal document gets less engagement than a 1-page acknowledgment. Consider making it required before accessing certain features.

Files — General document storage
Members — Member management
Adhesion forms — Collect agreement during member registration

Home

Organization

Users & Profiles

Groups

Communication

Events

Payments & Fees

Governance

Resources

Support

Customization

Developers

E-Documents

Do I need E-Documents?

How it works

Admin workflow

Member experience

Creating a template

Placeholders

Example template

Document types

Document statuses

Signature records

Managing documents

Sending reminders

Members access their documents

Common scenarios

​Do I need E-Documents?

​How it works

​Admin workflow

​Member experience

​Creating a template

​Placeholders

​Example template

​Document types

​Document statuses

​Signature records

​Managing documents

​Sending reminders

​Members access their documents

​Common scenarios

​Related

Do I need E-Documents?

How it works

Admin workflow

Member experience

Creating a template

Placeholders

Example template

Document types

Document statuses

Signature records

Managing documents

Sending reminders

Members access their documents

Common scenarios

Related