Templates let you place signature fields once and reuse them for every contract of the same type. This guide shows how to build, save, and send a signing template in Signvoy — from NDA to offer letter.
If you sign the same type of document repeatedly — NDAs before client calls, offer letters for new hires, service agreements with vendors — you're losing time every time you re-upload the PDF and re-place the signature fields from scratch.
A signing template solves this. Build the field layout once, save it, and from then on you can send the document to a new signer in under 30 seconds. This guide walks through every step.
What a template contains
A Signvoy template stores:
- The PDF document (the base file)
- All field positions and sizes (signature, initials, date, text, checkbox)
- Signer roles (e.g. "Client", "Company Representative") with fields assigned to each
- Signing order (sequential or parallel)
- Email subject and message defaults
When you send from a template, you only need to fill in the actual signer names and emails. Everything else is pre-configured.
Step 1: Upload your base PDF
From the Signvoy dashboard, click Templates in the left sidebar, then click New template.
Upload the PDF you want to use as the base. This should be the blank (unsigned) version of your document — the one you send to every new recipient. If you use a Word document, export it as PDF first: File → Save as PDF in Word, or File → Export → PDF on Mac.
Step 2: Define signer roles
Before placing fields, tell Signvoy who will be signing this template. Click Add role and give each role a descriptive name:
- For an NDA: "Disclosing Party" and "Receiving Party"
- For an employment offer: "Candidate" and "Hiring Manager"
- For a vendor agreement: "Client" and "Service Provider"
Role names are placeholders — you'll substitute actual names and emails each time you send. Using clear role names makes it obvious which field belongs to which signer.
Step 3: Place and assign fields
With roles defined, use the toolbar on the left to drag fields onto the document:
Signature — the main signing field. Assign it to the appropriate role by selecting the role in the field's settings panel.
Initials — use on each page of multi-page documents where you want acknowledgment per page. Typically assigned to all roles.
Date — automatically populated with the current date when the signer signs. You usually don't need the signer to fill this in — Signvoy does it for you.
Name / Title / Company — text fields for signer information. Useful for agreements where signatories identify themselves in the signature block.
Checkbox — for attestations ("I have read and agree to the terms above") or conditional consent.
Resize any field by dragging its corner handle. Use the Align tool in the toolbar to snap fields to consistent horizontal or vertical positions across pages.
Step 4: Set the signing order
Click the Signing order tab. If all roles sign simultaneously (parallel), leave the default. If the order matters — for example, the Candidate must sign before the Hiring Manager countersigns — drag roles into the sequence you want.
With sequential signing:
- Role 1 receives the email first
- Role 2 is only notified after Role 1 completes
- And so on down the sequence
This is important for agreements where a countersignature should only be applied to a document the other party has already committed to.
Step 5: Save the template
Click Save template and give it a name: "Standard NDA", "Freelancer Agreement", "Offer Letter — Engineering". Templates are listed on the Templates page and can be sent, duplicated, or edited at any time.
Step 6: Send from the template
On the Templates page, click Send next to your template. A drawer slides in where you fill in:
- Signer names and emails for each role
- Optionally: a custom email subject and message
- Optionally: a signing deadline
Click Send — signers receive email notifications with a secure link. You're done in about 20 seconds.
Tips for better templates
Use descriptive field labels
Add a label to every text field so signers know exactly what to type. "Signer's legal name (as it appears on government ID)" is clearer than just "Name".
Add a signing guide in the email message
Use the template's email message field to give signers brief instructions. Something like: "Please review Section 4 before signing — it covers the payment terms." Fewer back-and-forth questions.
Use conditional logic for forms with branching options
If your document has conditional sections (e.g. "Check this box if you are signing on behalf of a company" followed by company-specific fields), use conditional logic to show or hide fields based on the signer's input. Available on Pro and Business plans.
Duplicate templates to create variations
If you have a standard NDA and a mutual NDA, build the standard version first, then duplicate it and adjust the fields for the mutual version. Saves 80% of setup time.
Frequently asked questions
Can I update a template after saving it?
Yes. Click Edit on any template. Changes apply to future sends only — documents already in progress keep the original field configuration.
How many templates can I have?
Starter plan: 3 templates. Pro plan: unlimited. Business plan: unlimited with team sharing.
Can I share templates with my team?
Yes, on Business plan. Team members with Editor permissions can view, send, and edit shared templates.
Can I use the same template for different languages?
You'd need to create a separate template per language version of the document. Signvoy doesn't translate document content — it stores the PDF as-is.
Ready to set up your first template? Log in to Signvoy or create a free account and save yourself hours of repetitive setup.
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