# Signer Workflows

> Complete guide to sequential and parallel signing workflows in WPsigner.

edition: both
Edition: Lite + Pro
AI note: This page applies to Lite and Pro. Call out Lite limits (PDF only, max 2 signers, email OTP, local timestamp) when they apply. Do not invent Pro-only features.
HTML: https://docs.wpsigner.com/core-features/signer-workflows/
Markdown: https://docs.wpsigner.com/md/core-features/signer-workflows.md
Source file: core-features/signer-workflows.md

---

WPsigner supports two signing workflows: **Parallel** (everyone signs at once) and **Sequential** (one after another). Choose the right workflow based on your document requirements.

## Workflow Comparison

| Feature | Parallel | Sequential |
|---------|----------|------------|
| **Email delivery** | All at once | One at a time |
| **Signing order** | Any order | Enforced order |
| **Completion time** | Fastest | Depends on each signer |
| **Use case** | Co-signers, witnesses | Approval chains, contracts |

---

## Signer order

Signer **#1, #2, #3** is the order of the rows on **Add Signers** — the first person you add is Signer #1.

- Signature and initials fields follow that slot (Signer #1’s color, then Signer #2)
- **Add me as signer #1** only fills the first row with the current WordPress account
- Drag rows to change the order before you send
- On **Use Template**, row 1 is the template’s Signer #1 fields, row 2 is Signer #2

**Sequential** emails follow this list. **Parallel** emails go out together; the slots still decide who owns which fields.

How to add people from WordPress, require a login, or fill yourself as #1: [Creating Documents](/core-features/creating-documents/#wordpress-users).

---

## Signing page zoom {#signing-page-zoom}

On the public signing page (**3.2.10+**), zoom is silent: **Ctrl** or **Cmd** + mouse wheel (or a trackpad pinch) on desktop, and two fingers on mobile. There are no zoom buttons. Fields stay aligned with the page. **Ctrl/Cmd + 0** resets.

---

## Parallel Signing

### How It Works

When you send a document with parallel signing:

1. **All signers receive the email simultaneously**
2. Each signer gets their own unique signing link
3. Signers can complete their fields in any order
4. Document completes when ALL signers finish

### Visual Flow

```
Document Sent
     ↓
     ├→ Signer A receives email → Signs → Done ✓
     ├→ Signer B receives email → Signs → Done ✓
     └→ Signer C receives email → Signs → Done ✓
                    ↓
            All signed = Complete!
```

### When to Use Parallel

- **Co-signers**: Both parties sign the same contract
- **Witnesses**: Multiple witnesses sign independently
- **Team acknowledgments**: Everyone confirms at once
- **Speed is priority**: Need signatures ASAP

### Example: Partnership Agreement

Two business partners need to sign an agreement:

1. Add Partner A (alice@company.com)
2. Add Partner B (bob@company.com)
3. Keep workflow as "Parallel"
4. Both receive email immediately
5. Either can sign first
6. Done when both complete

---

## Sequential Signing

### How It Works

When you send a document with sequential signing:

1. **Only the first signer receives an email**
2. After Signer 1 completes, Signer 2 gets their email
3. This continues in order until all signers finish
4. Document completes when the LAST signer finishes

### Visual Flow

```
Document Sent
     ↓
Signer A receives email
     ↓
Signer A signs → Done ✓
     ↓
Signer B receives email (triggered)
     ↓
Signer B signs → Done ✓
     ↓
Signer C receives email (triggered)
     ↓
Signer C signs → Done ✓
     ↓
All signed = Complete!
```

### When to Use Sequential

- **Approval chains**: Manager must approve before director
- **Contracts**: Vendor signs, then client countersigns
- **Dependent signatures**: One signature validates another
- **Review processes**: Each step requires previous completion

### Configuring Signing Order

**Step 1: Enable Sequential Signing**
1. In the Signers step, select "Sequential Signing"
2. The order indicator appears next to each signer

**Step 2: Arrange Order**
1. Drag signers using the handle (≡ icon)
2. Drop in desired position
3. Numbers update automatically (1, 2, 3...)

**Step 3: Verify Order**
- Signer #1 receives email first
- Signer #2 receives email after #1 signs
- Continue in order...

### Example: Employee Contract

An employment contract needs:
1. Employee signature first
2. Manager approval second
3. HR final sign-off

Configuration:
| Order | Name | Role |
|-------|------|------|
| 1 | John Smith | Employee |
| 2 | Jane Manager | Department Manager |
| 3 | HR Team | Human Resources |

Result:
- John receives email → signs employment terms
- Jane receives email → approves hire
- HR receives email → finalizes employment

---

## Advanced Signer Options

### Signer Roles

Assign descriptive roles to each signer:

| Role | Purpose |
|------|---------|
| **Buyer** | Purchasing party |
| **Seller** | Selling party |
| **Witness** | Third-party observer |
| **Guarantor** | Financial guarantor |
| **Notary** | Official notary |
| **Agent** | Authorized representative |

Roles appear in:
- The signing interface
- Emails sent to signers
- Audit trail
- Certificate of Completion

### Access Codes (PIN)

An access code is a document-level 4–8 digit secret. The signer must enter it before opening the document. One code applies to every signer.

**Random code** — WPsigner generates a 6-digit PIN. You can include it in the signing email, or leave that off and share it separately. If the signer loses it, **Request access code** can send it only to the email or phone already on that signer’s record ([Twilio](/integrations/twilio/) / [WhatsApp](/integrations/whatsapp/) when configured).

**Your own code** — Type a secret the signer already knows (last 4 of SSN, mobile, account, or `MMDDYYYY` date of birth). Add a **Signer prompt** so the signing page says what to enter. Leave **Include access code in signing email** off. That secret cannot be requested again from the signing page.

Full steps and update notes: [Security & Compliance → Access codes](/core-features/security-compliance/#access-codes).

> **tip**
Do not email a known secret in the same message as the signing link.

### Expiration Settings

Set a deadline for signing:

**Per-Document Expiration**
1. In Review step, enable "Set Expiration"
2. Choose date and time
3. Links become invalid after this date

**Signer-Specific Deadlines** (Sequential)
- Each signer can have their own deadline
- Useful for multi-stage approval processes

### Authentication Options

| Method | Security | User Experience |
|--------|----------|-----------------|
| **Email only** | Basic | Easiest |
| **Email + PIN** | Medium | Requires PIN entry |
| **Email + SMS OTP** | High | Receives code via SMS |

---

## Signer Experience

### What Signers See

**Email Notification**
- Professional signing request email
- Document title and sender info
- Prominent "Sign Now" button
- Expiration date (if set)

**Signing Page**
- Full document preview
- Required fields highlighted
- Clear instructions
- Mobile-friendly interface

**Completion**
- Success confirmation
- Download option (optional)
- Email with signed copy

### Signer Actions

From the signing interface, signers can:

| Action | Description |
|--------|-------------|
| **Sign** | Complete their assigned fields |
| **Decline** | Refuse to sign with reason |
| **Delegate** | Forward to another person (if enabled) |
| **Download** | Get a copy after signing |

### Decline Handling

If a signer declines:
1. They're asked for a reason (optional)
2. Document status changes to "Declined"
3. Document owner is notified immediately
4. Other signers are informed
5. Workflow stops

Reasons for declining might include:
- Incorrect information
- Need to review with legal
- Contract terms unacceptable
- Wrong person assigned

---

## Managing In-Progress Documents

### Tracking Status

From **WPsigner → Documents**, view real-time status:

| Status | Icon | Meaning |
|--------|------|---------|
| Sent | 📤 | Awaiting signatures |
| Viewed | 👁️ | Signer opened the link |
| Signed | ✍️ | Signer completed their fields |
| Complete | ✅ | All signers finished |
| Declined | ❌ | Signer refused |

### Sending Reminders

For signers who haven't completed:

**Manual Reminder**
1. Open the document
2. Click **Send Reminder**
3. Reminder email sent immediately

**Auto-Reminders**
Configure automatic reminders in Settings:
- After 24 hours
- After 3 days
- After 7 days
- Custom schedule

### Resending Invitation

If a signer didn't receive the email:

1. Open the document
2. Find the signer in the list
3. Click **Resend**
4. New email sent with same link

### Voiding a Document

To cancel a document before completion:

1. Open the document
2. Click **Actions → Void**
3. Enter reason (optional)
4. Confirm void action

Result:
- All signing links become invalid
- Signers are notified by email
- Document marked as "Voided"
- Audit trail records the void

---

## Workflow Best Practices

### Choosing the Right Workflow

| Scenario | Recommended |
|----------|-------------|
| Two equal parties | Parallel |
| Approval needed first | Sequential |
| Group acknowledgment | Parallel |
| Chain of command | Sequential |
| Independent witnesses | Parallel |
| Dependent signatures | Sequential |

### Reducing Signing Time

- **Use parallel when possible** - Faster completion
- **Send reminders** - Keep documents moving
- **Set reasonable deadlines** - Creates urgency
- **Pre-fill known fields** - Less work for signers
- **Mobile-friendly** - 60%+ sign on phones

### Handling Delays

If a signer isn't responding:
1. Send a manual reminder
2. Call them directly
3. Check spam folder
4. Resend the invitation
5. Consider voiding and recreating with different signer

---

## WordPress login per signer

Sequential and parallel order still come from the signer list. **Require WordPress login with this email** is a separate identity check on that row only (**Pro 3.2.0+**).

Example: signer #1 (an employee) must log in with their WordPress account; signer #2 (an external client) can open the link without logging in. Turn the checkbox on only for the employee.

The email on that row must already belong to a WordPress user. If it does not, WPsigner turns the checkbox off and shows an alert. It does not create the account.

This is not mixed with OTP, PIN, or KYC. It does not apply to public campaign links or Bulk Send CSV rows. Details: [Security & Compliance](/core-features/security-compliance/#wordpress-login-per-signer).

## Common Questions

### Can I change the order after sending?
No. Once sent, the signing order is locked. Void the document and create a new one if needed.

### What if a sequential signer is unavailable?
The workflow is blocked. Options:
- Wait for them to return
- Void and assign to someone else
- Use delegation (if enabled)

### Can signers see other signers' info?
Signers only see fields assigned to them. They can see other signers' names in the Certificate of Completion after all signatures.

### How long are signing links valid?
By default, links don't expire. Set an expiration date if you need time limits.

---

## Next Steps

- [Form Fields](/core-features/form-fields/) - All field types explained
- [Campaigns (Public Links)](/core-features/campaigns/) - Mass signing
- [Email Templates](/customization/email-templates/) - Customize notifications