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Where do I manage my Users' documents and how can I send a document to my Users to sign?

As an admin, learn how to manage and send documents to be digitally signed by your users via Automations in Optix

Sarah L. avatar
Written by Sarah L.
Updated over a week ago

The Documents feature in Optix centralizes all digital documents associated with your members — including both digitally signed contracts and manually uploaded files. Whether you’re sending membership agreements, rental contracts, or ID copies, Documents helps you keep everything organized in one place.

Adding documents to your coworking or flex space workflow can help you:
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  • Simplify administration: Manage all agreements and uploads from one dashboard

  • Automate signatures: Send contracts for signing automatically via Automations

  • Track progress: Monitor document statuses like Out for signing or Signed

  • Store securely: Keep all signed and uploaded documents linked to user accounts

  • Customize workflows: Choose between automated e-signatures or manual uploads


Documents in Optix house 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 Documents work

The Documents feature in Optix stores and organizes member-related files in one place. Documents includes two types of documents:


​Digitally signed documents (Document signing)

  • These are documents sent for signing through Optix Automations/Document Section using the Send a document for signing action.

  • Document status updates automatically (for example, Out for signing → Signed) once all parties have signed.

Manually uploaded documents (no e-signature)

  • These are files uploaded directly to Manage > Documents and assigned to a User or Team.

  • Manual uploads are stored for recordkeeping and do not trigger an e-signature request.

How to enable Document signing

  1. Navigate to Settings > Features > Documents

  2. Click Enable Feature

  3. 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
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  • Event or space rental contracts
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  • General administrative documents
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  • If you prefer to have a signature copy of your member terms and conditions
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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

  1. Navigate to Automations

  2. Click Add automation

  3. Choose a trigger (e.g. “New plan added”)

  4. Select the action Send a document for signing

  5. Add the document name, contract details, and recipients

  6. Click Done to activate your Automation

Preview documents before sending
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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
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  • This allows you to confirm that all details (e.g., names, dates, and relevant information) are correct before activating the automation
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Note: 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)


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In addition to e-signatures, you can manually upload documents directly from the Documents page:

  1. Navigate to Manage > Documents in your Optix dashboard
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  2. Click Add document icon
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  3. Upload the file you’d like to attach (e.g., scanned agreements, ID copies, or other records)
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  4. Assign the document to a specific User or Team
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  5. 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


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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:

  1. Navigate to Manage > Documents in your Optix dashboard
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  2. Locate the document with status Out for signing
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  3. Click the 3-dot menu to the right of the document
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  4. Select Resend
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The Users who have not yet signed will receive a new email invitation with a link to complete the signing process.
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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)
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  • Any custom addendum content you’ve added
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  • A signature section for all signers
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  • A compiled PDF with all relevant information
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Note: The document will automatically pull in names and dates as pre-populated content in the document.
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​Documents are white labelled, and when emailed to your members, the document will display your organization's name and logos.

All document-related emails (such as signature requests or notifications) are sent from the General emails are from address configured in your Optix dashboard.

To confirm or update this setting:

  1. Go to Settings > Organization > Organization details > Contact Info
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  2. Find the field labelled General emails are from
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  3. Enter the sender name and email address you’d like your members to see
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  4. Save your changes

How to create fillable sections in the documents

If you want more control over where fillable fields (such as names, dates, or custom inputs) appear in your documents, you can prepare your PDF with embedded fields before uploading it to Optix.

  1. Create or edit your PDF using a PDF editor.
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  2. Add DocuSeal embedded text field tags directly into the PDF.
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  3. Save the PDF file.
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  4. Upload the PDF into Optix Dashboard.
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  5. Use Preview document to confirm fields appear as expected before activating the Automation.

For detailed instructions, supported field types, and formatting examples, refer to DocuSeal’s official guide.

Note: You can draft your contract in a document editor (for example, a DOC/DOCX file) and then export it to PDF before uploading it to Optix. When exporting, make sure the PDF keeps the embedded tags as selectable text (not an image-based/scanned PDF), so Optix can detect the fillable fields.

FAQs

Can I edit a document after it’s sent for signing?

No. After a document is sent for signing, the signing request is locked and the file and recipients can’t be edited.

Who sends signing emails?

The sender name and email address come from your Settings > Organization > Organization details > Contact Info > “General emails are from” field. CC/BCC are not supported.

Can I use Documents without Document signing?

Yes. You can manually upload files in Manage > Documents without Document signing.

Troubleshooting

I don’t see Documents in my dashboard

  1. Go to Settings > Features.

  2. Confirm Documents is enabled.

A user didn’t receive the signing email

  1. In Manage > Documents, confirm the document status is Out for signing.
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  2. Verify the signer’s email address is correct in the recipients list.
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  3. Check your sender settings: “General emails are from”.
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  4. Ask the signer to check spam/junk folders and any inbox rules that may filter automated emails.

I don’t see the Resend option

  • Resend is only available when the document status is Out for signing.
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  • If the document is already signed, create a new signing request to send it again.

The document fields don’t appear (fillable fields missing)

  • Confirm the PDF you uploaded contains embedded fields (if you’re using embedded tags).
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  • Use Preview document before activating the Automation to verify fields render.
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  • If the PDF was exported from another editor, confirm the PDF contains selectable text (not a scanned/image-only PDF).

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