Band Pencil allows you to add multiple signatories to a contract, making it easy to collect signatures from everyone involved in an agreement. This is particularly useful when a contract requires approval from several people, such as a client, venue manager, band representative or another authorised party.
Please note that Band Pencil does not support standalone contract signatures. Contracts are always linked to an event, meaning the client assigned to the event is required to sign, even when additional signatories have been added. Additional signatories are intended to supplement the client's signature, rather than replace it.
How does multiple-signatory signing work?
Band Pencil uses a sequential signing process, meaning each person signs the contract in a specific order.
- The client signs first. The client assigned to the event is always the first person required to sign the contract.
- The first additional signatory is invited. Once the client has signed, Band Pencil automatically emails the first additional signatory with a unique signing link.
- The process continues automatically. When that person signs, the next signatory receives their invitation. This continues in the order the signatories were added.
- The contract is completed. Once everyone has signed, Band Pencil generates the final signed PDF and emails a copy to all parties.
Each additional signatory receives their own unique signing link. Signatories cannot sign until the previous person has completed their signature.
Adding additional signatories
To add additional signatories to a contract:
- Open the relevant event in Band Pencil.
- Navigate to the contract section and open the contract.
- Scroll down to Signatures.
- Click Add Signatory.
- Enter the person's name, email address and role.
- Save the signatory and repeat for anyone else who needs to sign.
Additional signatories will appear in the order they were added, with the event's assigned client always appearing first.
Important: Make sure you add signatories in the correct order and check their email addresses carefully before the client signs. Once the signing process has started, the signatory list cannot be changed.
Removing or changing a signatory
You can remove an additional signatory at any point before the client has signed the contract. If you need to change someone's name, email address or role, simply remove them and add them again with the correct details. Remember that removing and re-adding a signatory will place them at the end of the signing order. Once the client has signed, signatories can no longer be added or removed.
What happens if a signatory's email address is incorrect?
If you notice an incorrect email address before the client signs, you can remove the signatory and add them again with the correct email address. However, if the client has already signed, the signing process will have started and the signatory list will be locked.
In this situation, you'll need to:
- Delete the existing contract.
- Create a new contract with the correct signatory details.
- Ask the client and all additional signatories to sign again.
Please note: Any signatures collected on the original contract will not carry over to the replacement contract.
What if a signatory hasn't received their invitation?
Additional signatories are only invited when it's their turn to sign. If someone hasn't received their email, first check that the previous signatory has completed their signature. If they should have received an invitation:
- Ask them to check their junk or spam folder.
- Ask them to search for an email from Band Pencil with the subject Contract Signature Required.
- Confirm that the email address entered for the signatory is correct.
If they still haven't received the invitation, please contact Band Pencil Support so we can investigate. For security reasons, signing links should not be forwarded or shared with other people.
Can I change the contract after someone has signed?
No. Once the client has signed, the contract enters the signing process and can no longer be amended. This includes changes to the contract terms and conditions, signatory details or signing order. If changes are required, you will need to delete the existing contract and create a new one. All parties will then need to sign the replacement contract.
When is a contract considered fully signed?
A contract is only considered fully signed when the client and all additional signatories have signed.
For example, if a contract requires signatures from the client and two additional people, it will remain awaiting signatures until all three have completed the process.
Once the final person signs:
- The contract is marked as fully signed.
- A final signed PDF is generated.
- A copy of the completed contract is emailed to all parties.
If no additional signatories have been added, the contract follows the usual signing process and is completed when the client signs.