Once you've set up your signature templates, you can send requests to team members asking them to sign and upload documents.
 

Before you read

• Target audience: This article is for users with System Administrator and Location Manager access.
• Document storage: Signed documents are saved in the employee's profile on the People tab → Documents. They cannot be deleted from the employee's profile. 

This article covers

• Requesting a team member to sign and upload documents
• Reviewing and downloading documents signed by your team member
• Resending an updated document to have your team member sign again
• Cancelling a request to have a document signed
• Sending a document to multiple recipients for signature
   

Requesting team members to sign and upload documents 

Before proceeding with steps below, you'll first need to set up your signature templates. 

To send a signature template:

1. Go to the People tab and click the name of the team member you want to send the document to for signing and upload.

2. Select Documents from the list on the left-hand side and click Request.

3. Select Documents to sign from the drop-down menu.

4. Tick the checkbox(es) to select the documents(s) you wish to send to the team member to be signed and then click Next.

Note:

• If you have long list of documents, you can use the search field to type the name of your document so you can find it faster.
• If the document that needs to be signed does not appear in the list, or you need to edit the template before sending it to your team member, see Managing signature templates to send documents to team members for signing.

5. Enter the signer details and any custom message(s) as needed, then click Send request.

6. The documents will now be sent to your team member to be reviewed and signed. You can read more about how team members complete this process in our help article:

• Review and sign documents from your manager 

Reviewing and downloading documents signed by your team member

Once the team member signs and submits the documents, the requesting manager will receive an email notification.

Alternatively, managers can check the status of the documents in the team member's profile.

1. Click the team member's name on the People page.

2. Select Documents on the left-hand side.Any documents that have been requested but not yet signed will have the REQUESTED label next to them and are greyed out.

If the team member has signed and submitted the document it will have a green signed icon next to their name. You can download the document to your computer by clicking on the download icon on the right, or you can view the signed document by clicking on the document name to open it.

You can view the signed document and click on the info button to view details about who signed it and when. You can also download it from this screen.

You can select multiple documents to download at once by selecting the tick boxes next to each document and selecting Download.

Note: You can not delete signed documents from a team member's profile

Resending an updated document to have your team member sign again

If you need to update a document template and have a team member sign the revised version, Deputy allows you to resend the document while retaining previous signed versions for record-keeping.

To edit an existing signature template and resend it:

1. On People tab, click Team documents in the left-hand side menu, then select Signature templates.

2. Hover your mouse over the document that needs to be revised, then click the pencil icon. This will open a new window where you can edit the existing signature template (eg. modify custom fields, signature fields, auto-fill fields).

3. When you've finished making edits, click Save template.

3. Navigate back to the team member’s profile, then select Documents where the original signed document is stored.
 

4. Click Request, then select Documents to sign from the drop-down menu. All of your existing signature templates will be listed. Select the revised signature template you have just modified.
 

You'll see the original signed document has been kept on file, indicated by the green signed icon. The revised version has been re-sent, indicated by the greyed out signed icon and REQUESTED status on the right-hand side.

5. When the team member has signed the second revised version of the documend, it will appear with a green signed icon.

7.  To see the version history, click the name of the signed document to view it, then click on Version history.

8. The document’s version history will be displayed. Hover over any version to reveal the download icon, then select it to download that version. The version currently shown in the team member’s profile is labelled CURRENT VERSION.

Cancelling a request to have a document signed

If you need to cancel a request to have a document signed by a team member:

1. Click on team member's name on the People page.

2. Select Documents from the left-hand side and hover over the requested document you want to cancel, then click on the cancel icon.

Sending a document to multiple recipients for signature

Yes, you can use Deputy’s Document Library to distribute general employee documents, such as an Employee Handbook or Workplace Safety Guide, and collect acknowledgement signatures in bulk.

For step-by-step guidance on adding new documents (including how to select the “Require a signature” option) and sharing them in bulk, check out our article on how to Create and manage your Document Library.

Note: The Document Library is intended for general team documents and communications, not individual-focused documents such as employment contracts.