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Where do I manage my Users' documents? 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

Jenna Macken avatar
Written by Jenna Macken
Updated over a week ago

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

  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

  • 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

  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!

Once all parties have signed the document, the status in your Documents will automatically update to Signed.


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 Booking 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.

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