E-Signatures: Sending a PDF for Signature

If you just want to send a PDF for signature, the easiest way to start is from E-Signatures in the sidebar. You do not need to build a full form first.

This workflow is ideal when you want to:

Upload a PDF and send it for signature quickly
Add signature, text, and date fields to a document
Share the form link or send the document to a named recipient by email
Enable email verification for stronger signer proof

Sending the same document to many clients? Signature templates fill in name, address and more from the CRM.

If you also need to collect extra information before the document is signed, choose Collect extra data first in the upload dialog. meetergo will still start from the document, but keep the full form builder available.

Signing language

Choose the signing language in the review step of a new signature request. It defaults to your interface language and controls the invitation and reminder emails, signing page, verification emails, completed-copy email and signature certificate. English, German, French, Spanish, Norwegian, Dutch, Italian, Polish, Swedish, Turkish, Danish, Portuguese, Russian and Ukrainian are supported. The content of your uploaded PDF is not translated. Existing signed documents and their consent records stay unchanged.

Customize the email texts

meetergo writes the invitation, the email with the signed copy and the verification code email in the signing language. You can put them in your own words in three places.

Company standard (admins): Open E-Signatures and click Settings. Under Email texts, pick the email (Request, Confirmation or Code) and the language. Each language is saved separately. A language without its own text uses meetergo's standard text.

For one request: In the review step of a new signature request, Emails to signers shows whether the request uses the company standard or its own text. Edit changes the text for this request only, Use standard reverts it. When an admin later changes the company standard, requests on the standard text get the new text. Requests with their own text keep it, including for reminders and resends.

In a signature template: In the first step of a template, set your own text per language. Every request sent from the template takes the text of its language.

Insert placeholders such as Signer name, Document name or Person sending with Insert. The link to the document, the attachment note and the verification code are always added below your text. Send test to me shows the result in your inbox. SMS and WhatsApp use a fixed text.

Email verification by default

Admins can turn on email verification for every new request: E-Signatures, Settings, Email verification on by default. New requests and requests from templates then start with a verification code. Whoever sends can switch it off for one request. While verification is on, every signer needs an email address. The setting requires Suite or above.

Through the API (POST /v4/signatures), the default applies when requireOtp is left out. Send requireOtp: false to switch it off for one request. Pass your own email texts there as emailTexts.

Choose a Signing Order

For a standalone request, open E-Signatures, choose New signature request, upload the PDF and add up to ten signers. Use the up and down buttons to arrange them. Sign in order invites the first person immediately and each following person only after the previous signature is submitted. With this option off, everyone can sign at once.

Turn on I'll sign too (last) to add your account name and email as the final signer. This also enables signing in order, and your choice is remembered in your account. Add a signature field for yourself in the field placement step, just as for every other signer.

A person opening their link early sees a waiting page. The request list shows who is up next. Reminders go only to the active signer, and withdrawing the request stops the remaining invitations. The final PDF becomes available after everyone has signed.

Start a New Document

Open E-Signatures in the sidebar.
Click Upload PDF.
Choose one of the two options:
- Just get signatures — best for a lightweight document-signing flow
- Collect extra data first — best if the signer should answer additional questions before reviewing the PDF
Enter an internal document name.
Upload your PDF file. The limit is 20 MB.
Decide whether to enable Email verification.
Click Create document.

After that, meetergo creates the underlying form for you automatically, with one field named Review and sign document. That field holds your PDF, and a signature is required on it by default.

Place Fields on the PDF

Once the document is created, you land in the document setup screen.

From there you can:

Upload or replace the PDF if needed
Place signature fields on the document
Add text placeholders and date fields
Configure whether a signature is required
Enable email OTP verification for stronger signer proof

You can come back to this any time: open the form, go to the Automation tab, section Documents & Signatures, and click Edit PDF on the document card.

Placing a signature field is not the same as filling the document in. If your PDF only carries signature and date fields, the name, address and other details stay blank on the signed copy. Add the questions on the Form tab first, then drag each field from the palette onto the right spot on the page in Edit PDF. The answers are inserted automatically when the person signs. Step by step: Using PDF Templates on Forms.

There is no separate "signing link". Whichever route you pick, the signer opens the form that holds your PDF and signs inside it.

Send it to a named recipient

Open E-Signatures and click Send now on the document. The send dialog opens over the document's Results, Submissions view.
If you closed the dialog, open Results, select Recipients, and click Send form to reopen it.
Pick a CRM contact or type a name, and enter an email address or phone number.
Choose the channel: Email, Phone (SMS), WhatsApp or Both.
Optionally add a personal message and prefill fields, then click Send.

meetergo generates a personal form link for that recipient and sends it through the selected channel. The Recipients table tracks Not opened, Opened, Completed, and Expired per person. These states describe link activity, not message delivery.

Send now is also on the Automation → Documents tab as Send for Signature, and it opens the same dialog. If your monthly signature allowance is used up, meetergo blocks the send with an upgrade prompt. See Plans and monthly limits.

Every document flow has a public form link (form editor → Settings → Public link). Anyone who opens it can review and sign the PDF, on every plan and without adding a recipient first. Turn on Email verification when you share the link more widely, so the signer's identity is confirmed before the signature is accepted.

If the recipient says the link never arrived, look up their address in the Email log (Email templates, Logs). Delivered means the receiving mail server accepted it, so it is worth checking spam and the "via meetergo" sender. If needed, copy the existing personal link from Results, Recipients and deliver it through another channel.

Track Status

The E-Signatures page groups documents by status:

Needs setup — the document exists, but the PDF or field placement still needs work
Ready to send — the PDF is attached and the document can be opened for delivery

You can also open the linked form at any time if you want to adjust routing, extra questions, or recipient workflows.

After Signing: Who Gets the Signed Document

Once the signer accepts, meetergo appends the audit page to the PDF, signs it cryptographically and stores it with the submission. From there:

Who	What they get	Where
The signer	The finished PDF by email, automatically, and a Download PDF button on the thank-you page	Sent as soon as the PDF is ready, if Copy to signer is on
You	The submission with a download link for the signed PDF	Form editor → Submissions
Your systems	The signed PDF as a download URL in the webhook payload	`form_submission` webhook, in the `files` array

The signer's copy

The email is on by default. To check or change it, open the form, click the settings icon and go to Behavior → Copy to signer. The setting covers both the Document to sign field and PDF template fields.

Right after submitting, the thank-you page also offers Download PDF. The button works for one hour and only for that submission. If other people still have to sign, the page says so and the finished PDF follows by email.

The signer receives a mail titled Your signed document: <document name> with the finished PDF attached, and the last page of that PDF holds the audit trail with timestamp and checksum. Two conditions have to be met:

The form must capture the signer's email address. The copy goes to the email address on the submission, so a document flow with no email field has nobody to send it to. Documents you send from the Recipients view always have one.
Documents over 8 MB are not attached. Below that size the PDF rides along in the email; above it the signer gets a download link in the same email instead.

If the mail cannot be sent, the signature is still valid and stored. Nothing about the signing itself depends on this email.

Your own copy

Open the form → Submissions tab → the submission → Download on the document field. The submission notification you receive when someone submits ("Email on submission" in the same Notifications section) lists the answers and links to the submission; download the signed PDF from there.

Documents signed in booking questions are also saved under Files on the invitee’s CRM contact after the booking is completed.

Plans and Monthly Limits

E-signatures are included on every plan under a monthly limit on signatures.

	Below Suite	Suite	Premium
Signatures per month	3	Unlimited	Unlimited
Email verification (FES)	Not available	50 per month	Unlimited
Send to a named recipient	Included	Included	Included
Share the form link	Included	Included	Included

A few details that decide what counts:

Every completed signature counts, whichever route produced it. A shared form link counts exactly the same as a send to a named recipient.
Counting happens when someone signs, not when you send. A document nobody signs consumes nothing.
If several people sign the same document, each person counts separately.
The allowance is shared across the whole company and across every route (form link, the Recipients view and the signature API).
Once the allowance is used up, the signature field pauses. Your form stays online and keeps accepting submissions, so you lose no enquiries. When the new month starts or you upgrade, you can send those people the document to sign.
Sends to named recipients are blocked up front when your allowance no longer covers them, so you never send a document nobody can sign.
Turning on Email verification (FES) on a document below Suite blocks the send with an upgrade prompt. Turn it off to use the same document as a simple signature (SES).

When to Use E-Signatures vs. Form Fields

Use E-Signatures when:

your starting point is a PDF document
you want the shortest possible path to “send this for signature”
you only need light signer input

Use a regular Signature field when:

you only need a hand-drawn signature image inside a form
there is no PDF document involved
the signature is just one answer among many form responses

FAQ

Do I still need forms to use this workflow?

No. The document-first flow creates the underlying structure for you automatically. Forms are only needed if you want additional questions, routing logic, or more advanced workflows.

Can I add email verification later?

Yes. Open the document in the Documents view and enable Email verification in the signature settings.

Can I upload a PDF first and map fields later?

Yes. You can create the document first, then return later to place fields or finish setup.

What if I need legally stronger signer proof?

Enable email verification. For more detail, see Fortified Electronic Signature (FES) and Email Verification.

Does the person who signed get the document automatically?

Yes. Copy to signer is on by default, so the finished PDF goes out by email once it is ready, and the thank-you page offers Download PDF. See After Signing: Who Gets the Signed Document. You do not need a workflow or a webhook for this.

I clicked Send now and only see past submissions

Send now opens the send dialog over Results, Submissions, so once the dialog is closed you are looking at past submissions. Open Results, select Recipients, and click Send form to send again. If the view shows an upgrade notice instead of a recipient list, sending to named recipients is not part of your plan; share the form link instead.

Which e-signature provider do you use?

None. Everything runs inside meetergo on EU infrastructure, and the signer does not need an account anywhere. See Fortified Electronic Signature (FES) and Email Verification for what meetergo produces itself.

The signer says the signature button is hard to see

The signing page uses your brand color. If it is set to white, the button all but disappears on a white background. Change it under Branding.

Archive and restore requests

In E-Signatures, open a completed or withdrawn request's action menu and choose Archive. It leaves the active list and its totals. Select Archived to find it again, download the signed document, or choose Restore to return it to the active list.

Requests awaiting signatures must be withdrawn before they can be archived. Archiving does not delete documents or their signing history.

Under form signatures, you can delete an unpublished draft with the trash button. Confirm the deletion to remove it permanently. Published forms and forms with recipients, submissions, schedules, or signing activity cannot be deleted as drafts.

For documents signed through a form, open the contact's activity and choose Open form on the submission. The submission details contain the signed PDF once signing is complete. Archiving the request keeps this download available.