OfficeRnD Flex offers an integrated e-signatures feature that allows you to send and track contracts for electronic signing directly from the platform. This streamlines contract handling, reduces manual follow-ups, and keeps all signed documents centralized and accessible. It's particularly useful if your team handles contracts across multiple locations or has separate billing entities.
This article explains how to activate and configure e-signatures, assign responsible signers per location, and send contracts for signing. You'll also learn how to manage declined contracts, understand billing for this feature, and access helpful links for further configuration.
Before you start
Before using e-signatures, review these related articles:
E-signature activation
The e-signatures feature is a paid add-on in OfficeRnD Flex and must be activated by the OfficeRnD team.
To enable e-signatures, email [email protected] and request access
Charges apply for every contract sent and resent for signature
To review e-signature billing, go to Settings > Account Details > Subscription Details
Configure global e-signature settings
After the feature is activated, configure who will receive and sign contracts at the organization level. To do this:
Go to Settings > Operations > Contracts.
In the eSignatures section, configure the following settings:
Ability to dynamically assign the admin recipient for the eSignature request - Some organizations have different employees responsible for signing contracts at different locations. Such arrangements can be particularly dynamic. This setting lets admins modify the admin recipient of the contract for eSign before sending it.
When the setting is disabled, the recipient is either the Organization's Contact Person, or the Location's (if set). The latter takes precedence.
When the setting is enabled, only users with roles Owner, Center Manager, and Custom Roles with community.contracts.sign permission can be selected as recipients.
Email - Set the email of the person in your team who needs to receive and sign the contracts.
Name - set your organization's name as you want to display it in the contract upon its signing.
On the customer’s end, OfficeRnD sends the contract for e-signature to the email of the person you selected in the contract when you created it.
Additionally, e-signature links are available right next to the contract in Contract View. This allows admins to retrieve the e-signature link and manually send it to members (or sign it themselves).
Configure location-specific signer
If you have different locations that are treated as separate billing entities, or you have different people responsible for your contracts in each location, there is an easy way to set up the system to send your contracts to the proper person.
Here is how to do that:
Go to Space > Locations.
Click a location's name to edit it.
Open the eSign tab and enter the Name and Email of the person responsible for signing contracts at that location.
Send contracts for e-signature
There are two easy ways to do that:
Go to Operations > Contracts.
Find the contract you need and click the cogwheel icon next to its name.
Select Send for e-Sign.
Alternatively, you can send a contract for e-signature from the Contract's page:
Go to Operations > Contracts.
Open the Contract you'd like to send.
Click Sign in the top right and select Send for eSign.
Once sent, the contract status changes to Out For Signature. When both parties sign, the status updates to E-Signed, and the member receives a “Contract Completed” email with a download link.
Handle declined contracts
When a member declines a contract, they can provide a reason. You will receive a notification based on your configured email settings.
You can also decline contracts as an admin.
Always regenerate a new PDF before resending a contract for eSign.
Wait for the member to sign before you do, so you can still decline if edits are needed.
To resend a declined contract:
Update the contract
Regenerate the PDF
Send it again using the steps above
Additional information
Keep in mind the following when using e-signatures:
No reminder emails are sent to signers.
E-signature links in emails do not expire.
When you click on an e-signature link, a window opens, and it will expire after 1 hour.
FAQ: E-signatures
Can I use e-signatures without contacting support?
No, the feature must be manually activated by the OfficeRnD team. Contact [email protected] to request access.
Do I get charged every time I send a contract for e-signature?
Yes, there is a charge for every contract sent or resent for signing. You can view your charges under Settings > Account Details > Subscription Details.
What happens when a contract is declined?
You’ll receive a notification. You must update the contract and regenerate the PDF before resending it for signing.
Can I assign different contract signers for different locations?
Yes, you can configure a separate Name and Email for each location in the eSign tab under Space > Locations.
How can I send a contract for signature manually?
Open the contract and click the link icon to copy the e-signature URL. You can then send it to the member manually.
Do e-signing links expire?
The link itself does not expire, but once opened, the signing window is valid for 1 hour.
Can I resend a declined contract without making changes?
No, you must generate a new PDF. Otherwise, the system will resend the old version without any updates.