Sending a Document for Signing
The core workflow in Scribeo. Upload a PDF, add your signers, place the required fields, and send — all in under five minutes.
Upload your PDF
Go to Upload in the navigation. Drag and drop your PDF onto the upload area, click to browse your computer, or import directly from Dropbox or Google Drive.
Give the document a title
Once the PDF loads you will see a Document Title field. Enter a name that helps you identify this document later — for example "Service Agreement – April 2026".
Add signers
Click Add Signer and enter the recipient's full name, email address, and optionally their mobile number for an SMS reminder. You can add up to 4 signers. If you have sent to this person before they will appear in Recent Contacts — click their name to fill the fields instantly.
Place the signature field
Click the blue Sig button for a signer, then click the exact spot on the PDF preview where their signature should appear. A coloured preview box shows the placement. Repeat for each signer.
Place the Name and Date fields
Click the green Name button and click the PDF where the signer's name should be printed. Then click the orange Date button and place it where the signing date should appear. Both are required before you can send.
Send the document
Click Upload PDF & Generate Links. The document is saved and each signer receives an email with their personal signing link. If a mobile number was provided they also receive an SMS.
Adding Option Groups (Checkboxes)
Option groups let signers choose between predefined choices directly on the document. Their selection is recorded in the audit trail and stamped onto the signed PDF.
What is an option group?
An option group lets your signer choose between two or more options directly on the document — for example "I accept the terms" vs "I decline the terms". Their selection is recorded and stamped on the signed PDF.
Add a group
In the signer section click "+ Add Option Group (Checkbox)". A new group appears with two default options labelled "Option A" and "Option B".
Name the group
Click into the group name field (it shows "Option Group 1" by default) and type a descriptive name — for example "Payment Method" or "Service Agreement".
Label each option
Type a clear label into each option field — this is what the signer will read on the signing screen and what gets printed on the PDF. For example "Direct Debit" and "Credit Card".
Place each option on the PDF
Click the checkbox button next to an option, then click the location on the PDF where that option's tick box should appear. A small square preview appears at the placement. Repeat for each option in the group.
Add more options if needed
Click "+ Add Option" inside a group to add a third, fourth option etc. To remove an option click the red ✕ next to it. To delete the entire group click "✕ Remove" in the group header.
Saving and Using Templates
Templates save your PDF and all field positions so you can reuse the same layout again and again without re-placing fields. Perfect for contracts, agreements, or any recurring document.
What is a template?
A template saves your PDF together with all field positions — signature, name, date, and option group placements. Next time you need to send the same document you load the template, enter the new recipient's details, and send. No re-placing fields required.
Set up your document
Upload your PDF and place all fields as normal. Make sure every field position is correct because the template saves those exact locations.
Save as Template
Once the Upload button becomes active, a "Save as Template" button appears below it. Click it, enter a template name (e.g. "Standard Service Agreement"), then click Save Template.
Using a saved template
On the Upload page, click "Show" next to "Use a Saved Template" at the top. Your saved templates appear — click Use next to the one you want. The PDF loads automatically with all field positions restored.
Fill in the recipient
The signer slots will be pre-filled with the correct field placements but empty name and email fields. Enter the new recipient's details, or click to pick from your recent contacts.
Managing templates
Go to Templates in the navigation to see all your saved templates. From here you can click Use Template to load one, or Delete to remove it permanently.
How Signing Works (for Your Clients)
Your clients don't need an account. They receive an email link, verify their identity, review the document, and draw their signature — all in their browser on any device.
The signer receives an email
After you send a document, each signer receives an email with a unique signing link. If you added a mobile number they also receive an SMS. The link is personal to each signer.
Verify email
When the signer opens their link they are asked to enter their email address. This confirms their identity before the document is shown. The email must match exactly what you entered when setting up the document.
Review the document
The full PDF is displayed on screen. The signer can scroll through all pages before signing.
Select options (if any)
If you added option groups, the signer will see a "Select Options" panel. They must choose one option per group before they can submit. The selection is required — they cannot sign without making a choice.
Draw signature
The signer draws their signature in the signature box using a mouse, trackpad, or finger on a touchscreen. They can click Clear to start again.
Sign & Submit
Clicking Sign & Submit applies the signature to every placement on the document, records the date and name, and stamps the selected options. An audit trail capturing their IP address, location, device, and timestamp is saved automatically.
Completion
Once all signers have signed, every party (including you) receives a copy of the fully signed PDF along with an audit certificate summarising each signer's details and timestamps.
Tracking and Managing Documents
See the status of every document and every signer at a glance. Send targeted reminders, view signed copies, and download the audit certificate — all from My Documents.
My Documents
Go to My Documents to see all documents split into two tabs: Pending (awaiting signatures) and Completed (fully signed).
Signer status
Each document row shows the status of every signer — green for signed, yellow for pending. You can see at a glance who still needs to sign.
Sending reminders
Click "Remind All" to resend the signing email to all pending signers on a document, or click "Remind" next to an individual signer to target just that person.
Viewing signed documents
Click the View button on any completed document to open the signed PDF in a new tab.
Audit certificate
Once a document is fully signed, a Download Certificate button appears. This generates a PDF audit report showing each signer's name, email, IP address, location, timestamp, and device details.
Dashboard overview
The Dashboard gives you a quick summary — total documents, documents this month, completed vs pending counts, and a list of outstanding signers with a quick copy-link button.
Recent Contacts
Every person you send a document to is saved automatically. Pick them from your contacts list with a single click to fill in their details instantly.
How contacts are saved
Every time you send a document, the name, email, and mobile of each signer is automatically saved to your recent contacts. No manual entry required.
Using contacts on the Upload page
At the top of the Signers section you will see a Recent Contacts row. Click any contact chip to instantly add them as a signer with all their details pre-filled.
Using contacts on a signer row
Inside each signer row click "Pick from recent contacts" to open a searchable contact list. Search by name, email, or mobile. Click a contact to fill that specific signer slot.
Account and Settings
Manage your profile, update your email or password, choose your subscription plan, and customise your SMS notification template.
Profile
In Settings you can update your display name and mobile number. These are used in notifications and your account profile.
Change email or password
Use the Change Email or Change Password sections. Both require you to enter your current password first for security. An email change sends a verification link to your new address before it takes effect.
Plan and billing
The Plan & Billing section shows your current subscription. Click the plan buttons to upgrade or change your plan via Stripe. Click Manage Billing to update your payment method or view invoices.
SMS notifications
You can customise the SMS message sent to signers. Use the variables {{name}}, {{fileName}}, and {{signingLink}} in your template and they will be replaced automatically when the SMS is sent.
Signing out
Click Sign Out at the bottom of Settings to log out of your account.
Delete account
The Danger Zone at the bottom of Settings lets you permanently delete your account. This removes all your documents, templates, and account data and cannot be undone.
Ready to get started?
Create your free account and send your first document for signing today. Plans from $4.95/month.