# SOP: Digital Contract Signing via DocuSeal # SOP: Digital Contract Signing via DocuSeal **System:** sign.speakerbox.live **Access:** start.speakerbox.live → eSign bookmark **Owner:** Operations Team (Aaron, Kop) **Last Updated:** 11 February 2025 COMPLETE WORKFLOW **STEP 1: Access DocuSeal** 1. Navigate to **start.speakerbox.live** 2. Click **eSign** bookmark 3. Lands on Document Templates page [![Screenshot 2569-02-11 at 17.10.35.png](https://process.speakerbox.cloud/uploads/images/gallery/2026-02/scaled-1680-/screenshot-2569-02-11-at-17-10-35.png)](https://process.speakerbox.cloud/uploads/images/gallery/2026-02/screenshot-2569-02-11-at-17-10-35.png) **STEP 2: Clone Template** 1. Hover over **"VENUE HIRE AGREEMENT"** template card 2. Click **"Clone"** button [![Screenshot 2569-02-11 at 17.10.58.png](https://process.speakerbox.cloud/uploads/images/gallery/2026-02/scaled-1680-/screenshot-2569-02-11-at-17-10-58.png)](https://process.speakerbox.cloud/uploads/images/gallery/2026-02/screenshot-2569-02-11-at-17-10-58.png) **STEP 3: Name Document** 1. Replace "VENUE HIRE AGREEMENT (Clone)" with **promoter's name** - Example: "VENUE HIRE AGREEMENT - SROAST ENTERTAINMENT" 2. Leave folder as "Default" (or organize by month/event type) 3. Click **SUBMIT** **Result:** Document editor opens [![Screenshot 2569-02-11 at 17.11.07.png](https://process.speakerbox.cloud/uploads/images/gallery/2026-02/scaled-1680-/screenshot-2569-02-11-at-17-11-07.png)](https://process.speakerbox.cloud/uploads/images/gallery/2026-02/screenshot-2569-02-11-at-17-11-07.png) **STEP 4: Add Recipients** 1. Click **SIGN YOURSELF** button (top left) 2. "Add Recipients" dialog appears **Fill in:** - **First Party:** \[Your email\] - pre-filled based on active login - Example: or - **Second Party:** Enter **promoter's email address** **Checkboxes:** - ☑ **Preserve order** ← CRITICAL - ensures venue signs before promoter - ☑ **Send Email** ← Automatically sends to promoter after venue signs **Optional:** Click "Edit message" to customize email text 3. Click **ADD RECIPIENTS** **Result:** Takes you to Submissions tracking page [![Screenshot 2569-02-11 at 17.11.45.png](https://process.speakerbox.cloud/uploads/images/gallery/2026-02/scaled-1680-/screenshot-2569-02-11-at-17-11-45.png)](https://process.speakerbox.cloud/uploads/images/gallery/2026-02/screenshot-2569-02-11-at-17-11-45.png) [![Screenshot 2569-02-11 at 17.11.59.png](https://process.speakerbox.cloud/uploads/images/gallery/2026-02/scaled-1680-/screenshot-2569-02-11-at-17-11-59.png)](https://process.speakerbox.cloud/uploads/images/gallery/2026-02/screenshot-2569-02-11-at-17-11-59.png) **STEP 5: Complete Venue Signature** **On Submissions page:** 1. Click **SIGN NOW** button **Multi-page form appears - fill in ALL fields:** **Page 1 - Parties Information:** - Promoter Name - Promoter Address - Promoter Tax ID (Company Registration Number) - Promoter Contact Name **Page 2 - Event Details:** - Event Date - Event Start Time - Curfew (hard stop time) **Page 3 - Financial Terms:** - Venue Hire Fee (total amount in THB) **Page 4 - Venue Signature:** - Venue Signature (draw, type, or upload) - Date of Venue Signing **Navigation:** Click **NEXT** button at bottom to move between pages 2. After completing all fields, click **SUBMIT** **Result:** Returns to Submissions tracking page [![Screenshot 2569-02-11 at 17.12.34.png](https://process.speakerbox.cloud/uploads/images/gallery/2026-02/scaled-1680-/screenshot-2569-02-11-at-17-12-34.png)](https://process.speakerbox.cloud/uploads/images/gallery/2026-02/screenshot-2569-02-11-at-17-12-34.png) [![Screenshot 2569-02-11 at 17.12.45.png](https://process.speakerbox.cloud/uploads/images/gallery/2026-02/scaled-1680-/screenshot-2569-02-11-at-17-12-45.png)](https://process.speakerbox.cloud/uploads/images/gallery/2026-02/screenshot-2569-02-11-at-17-12-45.png) **STEP 6: Contract Automatically Sent to Promoter** ✅ **Submissions page now shows:** - **SENT** ✅ \[your email\] (venue signed) - **AWAITING** ⏳ \[promoter email\] (waiting for signature) **Automatic actions:** - ✅ Promoter receives email with signing link - ✅ Email sent because "Preserve order" was ticked - ⏳ Reminder emails sent automatically (check if DocuSeal Pro needed for custom intervals) **Venue-side process complete - now waiting for promoter** **STEP 7: Promoter Signs Contract** **What the promoter sees:** 1. Receives email from DocuSeal with subject: "Venue Hire Agreement requires your signature" 2. Clicks link in email 3. Sees Speakerbox-branded signing page 4. Reviews pre-filled information (venue already filled this in) 5. Adds their signature and date 6. Clicks **SUBMIT** **STEP 8: Contract Completion Notification** **When promoter signs, automatic actions occur:** **Notifications:** - ✅ Email sent to venue signer (person who created the contract) - ✅ Email sent to promoter - ✅ Both emails contain signed PDF attachment **System storage:** - ✅ Contract saved in DocuSeal system - ✅ Accessible via Submissions page **Submission status updates:** - **SENT** ✅ \[venue email\] - **SENT** ✅ \[promoter email\] - All parties signed = **COMPLETED** **STEP 9: File Completed Contract (MANUAL)** **Action required - venue staff:** 1. Download signed contract PDF from DocuSeal - Via email attachment, OR - Click **VIEW** on Submissions page → Download PDF 2. Save to Google Drive in correct location: Google Drive > SB3 > Bookings > \[Promoter Name Folder\] 3. Update NoCoDB: - Event record → Mark contract as "Signed" - Add link to Google Drive location - Update status to "Confirmed" **Process complete** ✅ CHASING UNSIGNED CONTRACTS **If promoter hasn't signed within 3 days:** **Option 1: Send reminder via WhatsApp/LINE** 1. Go to Submissions page 2. Find the pending contract 3. Click **COPY LINK** button 4. Send link via WhatsApp/LINE with message: Hi \[Promoter Name\], Just following up on the venue hire agreement for \[Event Date\]. You can sign it here: \[paste link\] Let me know if you have any questions! **Option 2: Resend email** - Click **SEND** button on Submissions page - Triggers new email notification **Option 3: Check if automatic reminders working** - DocuSeal may send automatic reminders - Confirm if Pro version needed for custom reminder schedules MONITORING & TRACKING **Where to check contract status:** **Submissions Page** (main tracking location): - **SENT** ✅ = Signed and completed - **AWAITING** ⏳ = Waiting for signature - **VIEWED** 👁️ = Promoter opened link but didn't sign yet **Actions available:** - **SIGN NOW** - Complete your signature (if you're pending signer) - **COPY LINK** - Get direct URL to share via messaging apps - **VIEW** - Preview/download contract - **DELETE** - Remove submission (use with caution) - **EXPORT** - Download signed PDF DECISION TREE ScenarioAction **Standard venue hire booking** Use existing template, clone and send **Custom terms needed** Edit cloned template fields before signing **Urgent - need signature today** Send DocuSeal link + WhatsApp follow-up **Promoter says link doesn't work** Click COPY LINK, send fresh URL via WhatsApp **Wrong promoter email entered** Delete submission, start over with correct email **Need to change contract after sending** Cannot edit - must delete and create new **Promoter can't find email** Check spam folder OR use COPY LINK → WhatsApp **Contract taking >3 days to sign** Send WhatsApp reminder with COPY LINK INTEGRATION WITH BOOKING WORKFLOW **Current NoCoDB Process:** **Booking Confirmation Flow:** 1. Eddie confirms booking → Creates hold in NoCoDB 2. **\[TRIGGER\]** Hold → Confirmed status change 3. **\[NEW STEP\]** Kop/Aaron sends DocuSeal contract within 24 hours 4. Promoter receives email, signs contract 5. **\[ACTION REQUIRED\]** Save completed contract to Google Drive 6. **\[ACTION REQUIRED\]** Update NoCoDB event record with contract status **Future EventFlow Integration:** When EventFlow is production-ready: - **Cue Created:** "Send Venue Hire Agreement" - **Assigned to:** Kop/Aaron - **Triggered by:** Event status change to "Confirmed" - **Deadline:** 24 hours after confirmation - **Auto-updates:** When contract signed, cue marked complete - **Next cue triggers:** "Collect Event Details" (production/bar requirements) FOLDER ORGANIZATION IN DOCUSEAL **Recommended Structure:** **Default folder:** Quick/urgent contracts **Monthly folders:** - "2025-01 Contracts" - "2025-02 Contracts" - etc. **Event type folders:** - "Venue Hire Agreements" - "Artist Agreements" (future) - "Sponsorship Agreements" (future) **To create folders:** 1. Settings → Folders → Create New 2. Move completed contracts via "Change Folder" option GOOGLE DRIVE FILING STRUCTURE **Required path:** Google Drive └── SB3 └── Bookings └── \[Promoter Name\] └── VENUE\_HIRE\_AGREEMENT\_\[Date\].pdf **Example:** Google Drive └── SB3 └── Bookings └── SROAST ENTERTAINMENT └── VENUE\_HIRE\_AGREEMENT\_2025-01-25.pdf **If promoter folder doesn't exist:** 1. Create new folder with exact promoter name 2. Save contract inside 3. Add event runsheet, riders, etc. to same folder later ACCESS & PERMISSIONS **Who can send contracts:** - Aaron (admin access) - Kop (admin access) - Eddie (to be configured - send only) **Promoter access:** - No login required - Receives unique signing link via email - Link valid for 30 days (default) - Can sign from any device (mobile-friendly) **Security:** - Each contract link is unique and expires - Cannot edit after sending - Audit trail of all signatures and timestamps - IP addresses logged for each signature COMMON ISSUES & SOLUTIONS ProblemSolution **"I forgot to add promoter email"** Delete submission, start over - cannot add recipients after initiating signing **"Promoter says link expired"** Generate new contract, send fresh link **"I made a mistake in the contract details"** Cannot edit after sending - delete and recreate **"Promoter signed but I didn't get notification"** Check spam folder, or go to Submissions page to verify status **"Contract stuck at AWAITING for 1 week"** Contact promoter via WhatsApp with COPY LINK **"Need to cancel contract"** Click DELETE on Submissions page (use caution - irreversible) **"Promoter needs to sign offline"** Not possible with DocuSeal - use paper contract if required EMAIL TEMPLATE (OPTIONAL CUSTOMIZATION) **Default email sent to promoter:** Subject: Venue Hire Agreement requires your signature Dear \[Promoter Name\], Please review and sign the venue hire agreement for your event at Speakerbox. Click here to sign: \[Link\] This document has been prepared by \[Your Name\] from Speakerbox. Best regards, Speakerbox Team **To customize:** - Click "Edit message" in Add Recipients dialog - Add event-specific details - Include event date/time - Add contact information for questions CHECKLIST: Before Sending Contract - [ ] Verified promoter email address is correct - [ ] Event date, time, and curfew are accurate - [ ] Venue hire fee amount is correct - [ ] Promoter name and company details are accurate - [ ] "Preserve order" is ticked (venue signs first) - [ ] "Send Email" is ticked (auto-send to promoter) POST-SIGNING CHECKLIST - [ ] Signed contract downloaded from DocuSeal - [ ] Contract saved to Google Drive > SB3 > Bookings > \[Promoter Folder\] - [ ] NoCoDB event record updated with contract status - [ ] Event status changed to "Confirmed" - [ ] Next steps triggered (production/bar requirements collection) NOTES & REMINDERS **Important:** - Pre-fill link is based on **active user login** - whoever sends the contract is listed as "First Party" - Cannot edit contract fields after clicking "Add Recipients" - Automatic reminder functionality may require DocuSeal Pro (verify with current subscription) - Keep contracts organized by moving to appropriate folders monthly **Future improvements:** - Integration with EventFlow for automated workflow - Automatic NoCoDB updates when contract signed - Webhook triggers for contract completion notifications - Template variations for different event types (premium tier, multi-day, etc.) RELATED PROCESSES **See also:** - SOP: Event Data Request (production/bar requirements from promoter) - SOP: NoCoDB Event Management - SOP: Google Drive File Organization - SOP: EventFlow Workflow (when production-ready) **Document version:** 1.0 **Created:** 11 February 2025 **Last reviewed:** 11 February 2025 **Next review:** March 2025