Documents in Optix houses all digitally signed documents that you have sent to users via Automations, as well as all documents that have been manually uploaded to your Users' accounts.
To see all your Users' documents in one place, navigate to the Mange tab in your dashboard and select Documents. You can search for Users or documents name via the search icon in the top right corner, or filter by document status, account or date.
How to enable Document signing
Navigate to Settings > Features > Documents
Click Enable Feature
Toggle Document signing on and save changes
How to send documents for e-signatures via Optix
Document Signing is a sub-feature of Documents and can be enabled or disabled independently. This makes it easy to offer document management without requiring signature workflows. Document signing is useful for:
Membership or plan agreements
Event or space rental contracts
General administrative documents
If you prefer to have a signature copy of your member terms and conditions
Note: Document Signatures is an add-on feature in Optix. Each signed document will result in an automated $1 charge added to your Optix invoice.
Once Document signing is enabled in your dashboard, follow the steps below to automate sending documents to your Users
Navigate to Automations
Click Add automation
Choose a trigger (e.g. “New plan added”)
Select the action Send a document for signing
Add the document name, contract details, and recipients
Click Done to activate your Automation
Preview documents before sending
When creating an Automation with the Send a document for signing action, you can preview the document before it is sent.
After uploading or selecting the contract details, click Preview document to see the final version your Users will receive
This allows you to confirm that all details (e.g., names, dates, and relevant information) are correct before activating the automation
Once all parties have signed the document, the status in your Documents will automatically update to Signed.
How to manually upload documents (without e-signature)
In addition to e-signatures, you can manually upload documents directly from the Documents page:
Navigate to Manage > Documents in your Optix dashboard
Click Add document icon
Upload the file you’d like to attach (e.g., scanned agreements, ID copies, or other records)
Assign the document to a specific User or Team
Save the document — it will then appear in the User’s or Team’s document list alongside any digitally signed documents
Note: This option is for uploading files only. No e-signature is required or requested for documents added this way.
How to resend a signature request
If a document is still in Out for signing status, you can resend the request to Users who haven’t signed yet. This will send them a reminder email linking to the same document without creating a new submission.
To resend a signature request:
Navigate to Manage > Documents in your Optix dashboard
Locate the document with status Out for signing
Click the 3-dot menu to the right of the document
Select Resend
The Users who have not yet signed will receive a new email invitation with a link to complete the signing process.
Note: The Resend option is only available for documents with the status Out for signing.
Where are the documents sent from?
By default, signature requests are sent via our Integration with DocuSeal, the underlying signing platform that Optix integrates with for e-signatures. Each signed document includes:
Relevant summaries (ie. Plan or Assignment summaries)
Any custom addendum content you’ve added
A signature section for all signers
A compiled PDF with all relevant information
Note: The document will automatically pull in names and dates as pre-populated content in the document.
Documents are white labelled, and when emailed to your members the document will display your organization's name and logos.