> ## Documentation Index
> Fetch the complete documentation index at: https://help.hoopai.com/llms.txt
> Use this file to discover all available pages before exploring further.
# E-signatures guide
> How e-signatures work in HoopAI — signature types, signing order, expiration, tracking, legal validity, and workflow automation.
HoopAI's e-signature system lets you collect legally binding signatures on documents, contracts, and proposals — all within the platform.
***
## Signature types
| Type | How it works | Best for |
| ------------------- | ------------------------------------------------------------------ | --------------------------------------------- |
| **Drawn signature** | Signer draws their signature using a mouse, touchscreen, or stylus | Most formal and personal |
| **Typed signature** | Signer types their name and selects a font style | Quick and easy |
| **Initials** | Shorter acknowledgment (first and last initials) | Page-by-page sign-off on multi-page contracts |
Recipients choose between draw and type when they sign. You can require one or allow both.
***
## Signing order for multiple recipients
When a document requires multiple signers:
Add each signer and assign them a role (Signer 1, Signer 2, etc.).
Signing order is sequential by default — Signer 1 must complete before Signer 2 receives the document. Assign the order when adding recipients.
Each fillable element (signature, initials, text field) is assigned to a specific signer. Each signer only sees and completes their assigned fields.
The platform sends to Signer 1. After they complete their portion, Signer 2 receives their invitation automatically.
***
## Document expiration
Set a deadline after which the signing link becomes inactive:
* **Configure in document settings** — enable "Set Expiry Date" and choose the date
* **After expiration** — the signing link shows an expiry message. No one can sign
* **Renew** — clone the expired document and set a new expiry date
* **No expiry** — leave the setting disabled for documents that should remain open indefinitely
Use expiration dates for time-sensitive proposals and quotes. For evergreen agreements like terms of service, leave expiration off.
***
## Redirect after signing
Send signers to a custom URL after they complete their signature:
1. In the document settings, find **Redirect URL After Signing**
2. Enter the URL (e.g., a thank-you page, a payment page, or your website)
3. The signer is automatically redirected after submitting their signature
This is useful for upsells, onboarding flows, or payment collection after contract signing.
***
## Tracking signature status
Monitor document progress from the Documents & Contracts dashboard:
| Status | Meaning |
| ------------ | ----------------------------- |
| **Draft** | Created but not sent |
| **Sent** | Delivered to recipients |
| **Viewed** | Recipient opened the document |
| **Signed** | All signatures collected |
| **Declined** | A recipient declined to sign |
| **Expired** | Past the expiry date |
| **Voided** | Manually cancelled by you |
### Activity timeline
Click on any document to see the full activity timeline:
* When the document was sent
* When each recipient viewed it
* When each recipient signed
* IP address and timestamp for each action
***
## Legal validity
HoopAI e-signatures follow established electronic signature standards and are legally binding in most jurisdictions:
* **Compliant with ESIGN Act** (US) and **eIDAS** (EU)
* **Timestamped** — every signature records the exact date and time
* **Audit trail** — complete log of who signed, when, and from what IP address
* **Tamper-proof** — signed documents are locked and cannot be modified after signing
* **Archived** — signed copies are stored and accessible to all parties
E-signatures are accepted for most business contracts, but some documents (wills, real estate deeds, notarized documents) may require wet ink signatures. Consult legal counsel for your specific use case.
***
## Workflow triggers for signatures
Automate actions when documents are signed or declined:
| Trigger | Use case |
| --------------------- | -------------------------------------------------------------------- |
| **Document Signed** | Send a thank-you email, create an invoice, move an opportunity stage |
| **Document Declined** | Notify sales team, trigger follow-up sequence |
| **Document Viewed** | Log engagement, send a reminder if not signed within 24 hours |
| **Document Expired** | Notify the sender, trigger re-send workflow |
Go to **Automation → Workflows** and create a new workflow.
Choose the appropriate document trigger (Signed, Declined, etc.).
Add follow-up actions — send emails, update contact fields, create tasks, move opportunity stages.
***
## Sending documents via SMS
In addition to email, you can share document links via SMS:
1. Copy the document's signing link
2. Send it via SMS manually or through a workflow's **Send SMS** action
3. The recipient taps the link on their phone and signs directly in their mobile browser
***
## Decline documents
Recipients can decline to sign a document:
* The document status changes to **Declined**
* You receive a notification
* A workflow trigger fires if configured
* The document cannot be signed after declining — you would need to create a new copy
***
## Frequently asked questions
Yes. The signing experience is fully mobile-responsive. Signers can draw or type their signature on any device.
No practical limit. You can add as many signers as needed with sequential signing order.
You can void a document before all signers complete. Once fully signed, the document is final and archived. You cannot void a completed document.
Signed documents are stored in **Payments → Documents & Contracts** and on the contact's record. Both parties receive an emailed copy.