Before you can send contracts for electronic signature, eSign must be activated by the OfficeRnD team and configured in your organization. This article walks you through activation, global signing settings, and location-specific signer assignment.
Before you start
Before configuring eSign, make sure you are familiar with the following:
Step 1: Activate eSign
eSign is a paid add-on. You are charged per signature request: each time a contract is sent for eSignature, it counts as one request. If a contract is resent, each resend counts as an additional request.
You can review your current eSign pricing and usage in the Flex Admin Portal under Settings > Account Details > Subscription Details.
To request activation, email [email protected]. Once the OfficeRnD team has activated the feature for your organization, proceed to Step 2.
Step 2: Configure global eSign settings
Global signing settings determine who receives and signs contracts across your entire organization. Configure these after eSign has been activated. To do this:
Open the Flex Admin Portal and go to Settings > Operations > Contracts.
Open the eSignatures tab and fill in the following fields:
Email – The email address of the person in your organization who will receive and sign contracts.
Name – Your organization's name as it will appear in the contract upon signing.
Click Update.
Dynamic admin recipient
By default, the contract recipient on the admin side is determined by your global or location-level settings. If you need admins to be able to change the recipient before sending a contract, select the Ability to dynamically assign the admin recipient for the eSignature request checkbox.
Checkbox state | Behavior |
Cleared | The recipient is the Organization's Contact Person unless a Location Contact Person is set; in that case, the Location Contact Person takes precedence. |
Selected | The admin can select a recipient before sending. Only users with the Owner or Center Manager role, or custom roles with the |
Change the signer for a specific contract
The global and location settings apply by default, but you can override the signer on any individual contract before sending it for eSignature:
Open the contract.
Locate the Signer/Recipient field.
Select or enter the desired signer. Only admins and users with the
community.contracts.signpermission are available.Save the changes.
Send the contract for eSignature.
Tip: If your organization frequently uses different signers, consider enabling dynamic admin recipient assignment (see above ↑) so the signer can be chosen each time without editing the contract directly.
Step 3: Configure location-specific signers
If different people are responsible for signing contracts at different locations, or if your locations operate as separate billing entities, you can assign a dedicated signer for each location. A location-specific signer overrides the global settings for contracts created under that location.
To assign a signer for a location:
Go to Space > Locations.
Click the location you want to configure.
Open the eSign tab.
Enter the Name and Email of the person responsible for signing contracts at this location.
Click Update.
Repeat for each location that requires a dedicated signer. Locations without a dedicated signer will use the global settings configured in Step 2.
Things to know before you send
Keep these in mind when using eSign:
No reminder emails are sent to signers.
eSign links in emails don't expire, but the signing session expires after 1 hour.
Once a contract is signed manually, it can no longer be eSigned.
When both signatures are complete, the signed contract is generated and uploaded to the Attachments tab in the member's or company's profile.
When a contract changes stages (for example, entering Up for renewal), email notifications go to the contract creator and the admin-side signer. Members don't receive these notifications.
Also read the following articles:
FAQ: E-signatures
Can I use eSign without contacting support?
No. The feature must be activated by the OfficeRnD team before you can use it. Email [email protected] to request access.
Do I get charged every time I send a contract?
Yes, each send or resend counts as one request. You can review your usage under Settings > Account Details > Subscription Details.
What happens when a contract is declined?
You'll receive a notification. Update the contract and generate a new PDF before resending it. Resending without generating a new PDF sends the old version.
Can I assign different signers for different locations?
Yes. Go to Space > Locations, select a location, and open the eSign tab to set a dedicated name and email.
How do I manually send a contract for eSign?
Open the contract and click the link icon to copy the eSign URL. Send it to the member directly.
Can I change the signer after sending?
Yes. Open the contract, update the Signer/Recipient field, save the changes, and resend.
Who receives notifications when a contract changes stages?
The contract creator and the admin-side signer. Members don't receive these notifications.