Electronic signature of Assembly documents step by step

• Preparation of signatories
• Uploading documents for signing
• Assignment of signatories
• Location of signatures
• Signatures of documents by individual signatories
• Tracking the signing process
• Making the resulting signed documents available
• Submission of the resulting documents for registration

Preparation of signatories

People do not yet have much experience with electronic signing of documents. It is certainly good practice to inform the signatories in advance that they will be sent a document for electronic signature. This should be done in person and/or at least by e-mail. Example text for your inspiration:

Dear Friends,

we are looking for ways to save you and us time. Therefore, from now on we want to send you documents for signature electronically.

A regular computer or smartphone is all you need to sign electronically, you will not need any certificate or app. Everything is legally binding according to the EU eIDAS directive. For more information, visit https://signi.com/faq/ andhttps://signi.com/en/security/.

If you have any questions, we will be happy to help you.

Regards

Uploading documents for signing

Save the attendance sheet in a PDF file and upload the document to SIGNI. Along with the attendance sheet, you can upload the minutes of the meeting, which will be signed only by the committee members and the recorder, or the previous year's accounts, which will not be signed by anyone. Proceed with the preparation via "Create a proposal".

Assignment of signatories

Add the names, surnames, emails and phone numbers of all participants. The signatory as the proposer of the document may or may not sign, just set it to "Approves", then their signature will not appear on the document. Continue to prepare via "Continue to document content".

Tip: You can upload the list of invitees to your contact list in advance. When you add the signatories in the draft document, all of the person's information will be pre-populated. Just prepare a CSV file with the structure and load it via "Load from file".

Location of signatures

Place signatures for each field and submit for signature via "Submit for Signature" on the right side below the document. Shrink the signature by clicking the arrow icon in the upper left corner of the signature and then dragging the dot in the lower right corner.

WARNING: If you are sending more than one document for signature, you must specify for each document and for each signature entered in the previous step where the signature will be placed on the document, or that it will not be placed on the document at all.

If the signature is not to be placed on the document, it must be deleted in the window that appears when you click on the "Edit Signer" link in the lower left corner. Only when signatures have been placed or removed for all documents can the next step "Send document for signature" be selected.

Signatures of documents by individual signatories

Each signer will receive an email and SMS with a link to the document signing page.

Tracking the signing process

You can keep track of who has signed and who has not yet signed. Those who have not signed can be sent a reminder again.

Making the resulting signed documents available

Finally, the document moves from "Awaiting counterparty" to "Closed document".

Submission of the resulting documents for registration

And you're all done. The resulting document can be found in the Overview in the folder "Closed documents"; if you view its detail, you can click on "View PDF" to download the resulting PDF with signatures and send it to the Commercial Register for registration.