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The E-Documents module enables digital document creation, signing, and management. Create contracts, membership agreements, and other documents that members can sign electronically.

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How to access

Settings → Features → E-Documents Members access via: Profile → E-Documents tab

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Prerequisites

E-Documents must be enabled: Settings → Modules → Enable E-Documents

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Document Types

TypeDescription
ContractsAgreements requiring member signature
Membership CardsAuto-generated membership documentation
PoliciesDocuments requiring acknowledgment
CertificatesTraining or achievement certificates

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Creating Document Templates

1

Navigate to E-Documents

Go to Settings → Features → E-Documents.
2

Click Create Template

Click Create Document Template.
3

Design the document

Use the editor to create your document with placeholders for member data.
4

Configure settings

Set who should sign, deadlines, and notifications.
5

Save

Save the template for use.

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Template Placeholders

Insert dynamic content using placeholders:
PlaceholderDescription
{{member.fullName}}Member’s full name
{{member.email}}Member’s email
{{member.localCenter}}Member’s Local Center
{{tenant.name}}Organization name
{{date.today}}Current date
{{date.year}}Current year

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Document Workflow

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Administrator Side

  1. Create template - Design the document
  2. Assign to members - Select who needs to sign
  3. Send notifications - Members are notified
  4. Track completion - Monitor who has signed
  5. Archive - Store completed documents

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Member Side

  1. Receive notification - Email or in-app notification
  2. Review document - Read the full document
  3. Sign electronically - Click to sign
  4. Download copy - Get a copy for records

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Electronic Signatures

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Signing Process

  1. Member opens the document
  2. Reviews the content
  3. Clicks Sign button
  4. Signature is recorded with timestamp
  5. Document status updates to “Signed”

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Signature Record

Each signature captures:
  • Member identity
  • Date and time
  • IP address
  • Device information

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Document Status

StatusDescription
PendingAwaiting member action
SignedMember has signed
ExpiredSigning deadline passed
CancelledDocument cancelled by admin

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Member Document Access

Members access their documents via: Profile → E-Documents Shows:
  • Documents pending signature
  • Completed documents
  • Download options

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Notifications

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Automatic Notifications

  • Document assigned notification
  • Reminder before deadline
  • Confirmation after signing

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Manual Reminders

Administrators can send reminders to members with pending documents.

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Use Cases

New members sign membership terms and conditions.
Volunteers sign agreements before starting service.
Collect consent for using member photos.
Members acknowledge understanding of rules.
Issue certificates for completed training.

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Best Practices

Write documents in plain language that members can understand.
Give members enough time to review and sign.
Use automatic reminders before deadlines.
Maintain signed documents for legal and compliance purposes.