> ## Documentation Index
> Fetch the complete documentation index at: https://orgo.space/docs/llms.txt
> Use this file to discover all available pages before exploring further.

# E-Documents

> Create documents members sign electronically — contracts, waivers, policies, certificates

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.

***

## 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](/platform/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

<Steps>
  <Step title="Create a template">
    Design the document with placeholders for member data.
  </Step>

  <Step title="Assign to members">
    Select who needs to sign — individually, by group, by user type, or all members.
  </Step>

  <Step title="Members are notified">
    They receive an email and in-app notification.
  </Step>

  <Step title="Track completion">
    Monitor who has signed and send reminders to those who haven't.
  </Step>

  <Step title="Archive">
    Signed documents are stored permanently.
  </Step>
</Steps>

### 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

***

## 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

<AccordionGroup>
  <Accordion title="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.
  </Accordion>

  <Accordion title="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.
  </Accordion>

  <Accordion title="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.
  </Accordion>

  <Accordion title="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.
  </Accordion>

  <Accordion title="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.
  </Accordion>
</AccordionGroup>

***

## Related

* [Files](/platform/files) — General document storage
* [Members](/platform/users) — Member management
* [Notifications](/platform/notifications) — Document reminder settings