Send a document for signature to many people at once

Upload a PDF (A4 portrait) or pick a template, add recipients by email and send to anyone. Everyone signs on their own phone in about a minute, and your document list shows who has signed.

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SignSafe is a tool for document workflow and collecting signatures, and sending a document means issuing a PDF to one or many people at once, using a contact list. Each recipient gets an email with a link and signs by hand on the screen, with no registration and no app. The sender chooses whether everyone signs together or in the order of the list and receives the finished document by email once everyone has signed.

SignSafe lets you collect signatures quickly and securely from third parties on many kinds of documents, such as contracts, consents and handover records. You can send the same document to many recipients, save regular addressees in a contact list and receive an email about every new signature.

What you gain from this feature

A signature drawn by hand with a finger on a smartphone screen and placed on a PDF cuts technical requirements to a minimum. A phone with a browser, which everyone carries daily, is enough to open the document at once and sign it wherever you happen to be.

Versatility

We support many kinds of documents, so you can manage the signing process flexibly.

Easy to use

The recipient installs no app and creates no account, so the process is quick and convenient.

Legal basis

According to the 2023 legal opinion of Gałecki and Associates, a SignSafe signature is a handwritten signature and meets the written form. This is a summary of an opinion, not legal advice.

What usually gets in the way

You collect signatures by email and messages

Replies scatter across inboxes and you check by hand whose document is still missing.

You have to send the same document many times

Each separate send costs time and risks someone being skipped or receiving the wrong version of the file.

You cannot see where a signature stands

Without status you do not know whether the recipient even opened the document, so you do not know whom to resend the invitation to.

What you get

Many at once

the same document goes to many recipients simultaneously

Live

you see the status of each signature in real time

One account

you collect all signed documents in one place

How it works

Prepare the document

There are two ways. Upload your own PDF in A4 portrait format and mark where the signatures go, or choose a template: the same document used again and again, with fields for the other party to complete (for example company or personal details). A template has numbered signature markers and fields, and you can rename the document.

Choose the recipients and the order

Give each person’s email address, first and last name (optionally organisation and an identification number), pick them from the contact list or select a whole group. You can add yourself too. The number of recipients must equal the number of signature markers. Choose whether everyone signs together (the default) or in the order of the list.

Choose the signing method and send

Decide whether each recipient signs separately in every field or one signature is copied to all of their fields. Before sending, a window asks whether you are sure you want to send the document.

Recipients sign on their phones

Each one gets an email with a link and opens the document in a browser with a one-time code (no password) or with their own SignSafe account password, ticks the consent, fills in the fields and draws a signature with a finger (a mouse on a computer). No account needed, no app.

You track status and collect documents

In the “Your documents” list (with keyword search) a red, yellow or green dot shows the status. You can resend the invitation to those who have not signed. When everyone has signed, the finished document arrives in your email and in the list.

What you can do

Send one document to many recipients at once
Save regular recipients in the built-in contact list and in groups
Sign all together or in the order of the list
Create templates with numbered signature markers and fields to complete
Track status (red, yellow, green dot) and search documents by keyword
Manually resend to people who have not signed yet

Who it is for

Companies that collect signatures regularly: contracts, consents, declarations, policies, handover records
Offices and HR teams sending the same document to many employees or candidates
People who often send documents to the same recipients (repeat clients, subcontractors, partners)
Teams that must know who has signed and who is still dragging their feet

How to collect signatures from many people without chasing emails

Collecting signatures online only makes sense when the sender does not have to watch every recipient separately. In SignSafe you choose the document once and point to the recipients by email address: one by one, from a saved contact list, or as a group. The system distributes the document, and instead of checking your inbox you look at the document list: a red dot means nobody has signed yet, yellow that some people have, green that everyone has. If someone is slow, the “resend for unsigned” button re-sends the invitation by hand.

You can choose the order: any order (the default: all signers are told at the same time that a document awaits their signature) or a fixed order by the list, where they sign one after another and the next person receives the document after the previous one. If a person has to sign in several places, you choose whether they give one signature that goes to all of their signature places (for example 3) or sign separately each time (for example 3 times). Before sending, a window asks whether you are sure you want to send, which helps avoid mistakes in the recipients. When everyone has signed, the finished document goes to your email and to the list.

Signers have four ways to sign: after an email with a one-time code and no password, after an email with their own account password, on a device standing at a point of service (workshop, shop, collection point) without logging in, and on a courier’s or driver’s tablet.

Bulk works on the signer’s side too: someone with many documents to sign selects them and signs them all at once.

An honest limit: the document must be a PDF in A4 portrait format. Convert other formats to such a PDF first.

A contact list for regular recipients

If every month you send documents to the same clients, subcontractors or employees, you do not have to type their details again. You save a contact once in the built-in list and pick it for the next send. For repeatable processes you can also create a contact group and pick it in one move. If you have to sign the document yourself, add yourself as one of the signers.

When the document should contain fields for the recipient to complete, such as personal details or a date, see filling in documents. How signing looks on the recipient’s side is described on the sign a document page.

Manual sending or from your own system

Sending by hand from a browser account is enough while you send documents now and then. When you do it daily and the document is created in a CRM, HR or project system, it is worth automating the send through the API: the document leaves your system and the signed one returns to the right customer, employee or project record. We describe this on the API integration page.

Remember that SignSafe’s own handwritten signature is not a qualified electronic signature. According to the legal opinion it meets the written form, and when a qualified electronic signature is required (the electronic form under Art. 78¹ of the Civil Code), we can connect it in SignSafe. SignSafe does not support notarial deeds. The opinions to download and their limits are in legal security.

Observer, copy of the document and template fields

Besides the sender and the signers there is a third role: the observer. This person does not sign or send the document, but can see it and receives notifications, for example accounting, HR, a manager, a lawyer or a client who should have insight. The finished, signed PDF goes to everyone: the sender and every signer.

In a template you can define the fields the other party fills in: PESEL, today’s date (inserted automatically), a date of their choice, numbers and text. The recipient enters their own details and signs straight away. More: filling out documents.

SignSafe does not send automatic reminders. If someone is slow, you resend the invitation manually with the “Wyślij ponownie dla niepodpisanych” (resend to those who have not signed) button.

Sending documents is easier than you think

You can collect signatures from any people and third parties on contracts, consents, declarations, handover records and other documents. The addressee, whether a client, employee, subcontractor or business partner, gets a free, quick tool to sign a document whose authenticity matters to you, and does not need to install an app or create an account.

Efficiency: work starts sooner because documents are signed straight away.
Operational agility: projects close and work stages are settled with less friction.
Professionalism: a signed document in written form (according to the legal opinion) makes it easier to invoice services and obtain the necessary approvals.

Sign with ease: simple, immediate, no excuses

Simple and convenient. You send the document electronically and the recipient signs it on their smartphone. It is easy and intuitive, even for people who are not confident with technology.

Immediate results. Deals can be closed on the spot, for example during a phone call or an office meeting, which saves time.

No excuses. Signing is so simple and accessible that the argument about lacking a suitable device or having technical difficulties disappears.

Secure signature collection without printing or scanning

SignSafe is a tool for collecting signatures securely that simplifies and speeds up document workflow. You collect signatures from many people at once and do not have to print, scan or send files back and forth. Service data is stored on servers in the European Union (OVH hosting), and the legal basis is described on the legal security page.

Security and legal basis

The recipient opens the document through a link and a unique security code sent to their email address.

According to the legal opinion of Gałecki and Associates of 21 August 2023, a SignSafe signature is a handwritten signature and meets the written form (Art. 78 of the Civil Code); the opinions are on the <a href="/en/legal-security/">legal security</a> page.

Signatures allow forensic comparative verification of handwriting (handwriting opinion of 2024).

Documents and signers’ data are stored on servers in the European Union (OVH hosting).

For business customers we sign a data processing agreement (GDPR).

Legal and handwriting-expert opinions

Price

Standard plan

69 złnet / month

Full access to the service, with no limit on documents or signatures
Monthly billing, one account is enough
Cancel for free at any time
1 GB cloud storage for documents
Free trial month to start

Try it free

API access

Custom quote

Integration with any system through a REST API
Automated document sending
Integration documentation
Switching with no effort on your side: we do practically everything
The identical package at 50% of your current price, on presentation of an invoice or offer

They trust us

Companies from many industries use SignSafe: from staffing agencies and real estate to catering, transport and medical services.

Customer reviews

“SignSafe has significantly improved how we sign contracts with employees and clients. Because documents can be signed remotely, with no need to come to the office in person, recruitment and hiring have become more efficient and less time-consuming. The tool is fully compliant with legal regulations, which gives us confidence that all contracts are fully binding. It is an ideal solution for the temporary-work industry, where operational efficiency is crucial.”

Michel T.R2T — temporary employment agency

“SignSafe has revolutionised how we manage documents in our restaurant. Suppliers can sign contracts and orders remotely, which greatly speeds up procurement. Employees easily accept schedules and regulations, and clients sign reservation and event agreements online, saving time and making things more convenient for everyone.”

Kamila F.Restauracja Mimosa — catering and restaurant business

Reviews are translated from Polish.

Frequently asked questions

Can I send one document for signature to many people at once?

Yes. You can send the same document to many recipients at once, choosing them by hand, from the contact list or as a group of addressees.

How do I collect signatures online from multiple people?

Upload a PDF, choose the recipients and send. Each gets an email with a link and signs on a phone, while you track status and collect the signed files in your account.

Do recipients have to create an account or install an app?

No. The recipient opens the link in a browser with a one-time code from the email (or with their own account password) and signs with a finger, or with a mouse on a computer. No registration and nothing to install.

How do I know who has signed?

In the “Your documents” list each document has a dot: red means nobody has signed, yellow that some people have, green that everyone has. When all have signed, you receive the finished document by email.

Can I set the signing order?

Yes. The order can be any (the default: everyone is told at the same time that a document awaits signature) or fixed by the list, with signers one after another. Separately you choose whether a signer gives one signature for all of their places (for example 3) or signs separately each time (for example 3 times).

How can signers open the document?

Four ways: the email link with a one-time code (no password or account), the email link with their own SignSafe password, a device at a point of service (for example a workshop, shop or collection point) without logging in, or a courier’s or driver’s tablet.

Which files can I send for signature?

PDF files in A4 portrait format, or a template from the template list. Other formats must be converted to such a PDF first.

What if someone has not signed?

Use the “resend for unsigned” button, which re-sends the invitation by hand to people who have not signed yet.

Does SignSafe have a contact list?

Yes. The built-in contact list lets you save regular recipients and pick them for later sends without retyping their details.

Can I send documents automatically from my own system?

Yes, through the API. You send a document from your own system and the signed PDF returns to the right record. API access is priced individually.

How much does sending documents for signature cost?

The standard plan costs 69 PLN net per month with full access and 1 GB for documents. There is a free trial period at the start, and you can cancel at any time.

Can I add a person who only sees the document?

Yes. You can add an observer: a person who does not sign or send the document but sees it and receives notifications (for example accounting, HR, a manager or a lawyer).

Who receives a copy of the signed document?

Everyone. The finished, signed PDF goes to the sender and to every signer.

Does SignSafe send automatic reminders?

No. Reminders are manual: the resend button for unsigned documents repeats the invitation to people who have not signed yet.

Which fields can the other party fill in a template?

PESEL, today’s date (inserted automatically), a date of their choice, numbers and text. The recipient enters their details and signs straight away.

Updated: 2026-10-05

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