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E-Documents replaces paper forms with digital ones. Create a document template once, send it to members, and collect electronic signatures — membership agreements, volunteer contracts, photo releases, codes of conduct.

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Do I need E-Documents?

You want to…E-Documents?
Have new members sign a membership agreementYes
Collect photo/video release consentYes
Get volunteers to sign a contract before startingYes
Have members acknowledge a code of conductYes
Issue completion certificatesYes
Store and share general documentsNo — use Files
Send contracts requiring legally binding e-signaturesDepends — Orgo signatures capture identity and timestamp, but check your jurisdiction’s requirements

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How it works

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Admin workflow

1

Create a template

Design the document with placeholders for member data.
2

Assign to members

Select who needs to sign — individually, by group, by user type, or all members.
3

Members are notified

They receive an email and in-app notification.
4

Track completion

Monitor who has signed and send reminders to those who haven’t.
5

Archive

Signed documents are stored permanently.

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Member experience

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

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Creating a template

Settings → Features → E-Documents → Create Document Template

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Placeholders

Insert dynamic content that fills in automatically per member:
PlaceholderOutput
{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.

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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}

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Document types

TypeUse for
ContractsMembership agreements, volunteer contracts — require signature
PoliciesCode of conduct, privacy policy — require acknowledgment
CertificatesTraining completion, achievement — issued to members
Membership cardsAuto-generated membership documentation

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Document statuses

StatusWhat it means
PendingAssigned to member, waiting for their action
SignedMember has signed
ExpiredSigning deadline passed without signature
CancelledAdmin cancelled the document

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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.

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Managing documents

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Sending reminders

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

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Members access their documents

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

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Common scenarios

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