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 
 
 Navigate to start.speakerbox.live 
 Click eSign bookmark 
 Lands on Document Templates page 
 
 
 STEP 2: Clone Template 
 
 Hover over "VENUE HIRE AGREEMENT" template card 
 Click "Clone" button 
 
 
 STEP 3: Name Document 
 
 Replace "VENUE HIRE AGREEMENT (Clone)" with promoter's name 
 
 Example: "VENUE HIRE AGREEMENT - SROAST ENTERTAINMENT" 
 
 
 Leave folder as "Default" (or organize by month/event type) 
 Click SUBMIT 
 
 Result: Document editor opens 
 
 STEP 4: Add Recipients 
 
 Click SIGN YOURSELF button (top left) 
 "Add Recipients" dialog appears 
 
 Fill in: 
 
 First Party: [Your email] - pre-filled based on active login
 
 Example: aaron@speakerboxlive.com or kop@speakerboxlive.com 
 
 
 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 
 
 Click ADD RECIPIENTS 
 
 Result: Takes you to Submissions tracking page 
 
 
 STEP 5: Complete Venue Signature 
 On Submissions page: 
 
 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 
 
 After completing all fields, click SUBMIT 
 
 Result: Returns to Submissions tracking page 
 
 
 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: 
 
 Receives email from DocuSeal with subject: "Venue Hire Agreement requires your signature" 
 Clicks link in email 
 Sees Speakerbox-branded signing page 
 Reviews pre-filled information (venue already filled this in) 
 Adds their signature and date 
 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: 
 
 Download signed contract PDF from DocuSeal
 
 Via email attachment, OR 
 Click VIEW on Submissions page → Download PDF 
 
 
 Save to Google Drive in correct location: 
 
 Google Drive > SB3 > Bookings > [Promoter Name Folder] 
 
 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 
 
 Go to Submissions page 
 Find the pending contract 
 Click COPY LINK button 
 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: 
 
 Eddie confirms booking → Creates hold in NoCoDB 
 [TRIGGER] Hold → Confirmed status change 
 [NEW STEP] Kop/Aaron sends DocuSeal contract within 24 hours 
 Promoter receives email, signs contract 
 [ACTION REQUIRED] Save completed contract to Google Drive 
 [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: 
 
 Settings → Folders → Create New 
 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: 
 
 Create new folder with exact promoter name 
 Save contract inside 
 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