Sign in Person

In-person signing lets you complete a signature on behalf of someone who is physically with you but cannot sign on their own device. Subnoto still verifies their identity before applying their signature, and the audit trail records that verification was done in person.

What is in-person signing?

Sometimes a signer is present at your office, a meeting, or on site, but they do not have access to email on their phone, cannot use a computer, or prefer not to sign remotely. In that case, a team member who can manage the envelope can act as a facilitator: you run the signing steps on your device while the recipient confirms their identity with a verification code sent to their email or phone.

The recipient does not need to open Subnoto or use the signing link themselves.

When can you use it?

In-person signing is available when all of the following apply:

• The envelope is in progress (signing phase), not draft or complete
• The recipient is a signer who has not signed yet and still has a valid invitation
• You have permission to manage envelopes in your workspace
• If signing order is enabled, all signers before this recipient must have already signed
• The workspace is not a sandbox environment

SMS verification is only available if your plan includes it and the recipient has a phone number on file. Otherwise, use email.

Where to start

1. Open the envelope

   From the main menu, go to Envelopes and open the envelope that is waiting for this recipient’s signature.

2. Find the signer in the sidebar

   In the envelope view, look at the sidebar on the right. Under Signers, find the recipient you want to sign for.

3. Open the Options menu

   Next to the signer’s name, click Options (the menu with a caret icon).

4. Choose Sign in person

   Select Sign in person. This option only appears when the envelope is actively being signed and the recipient is eligible.

How the process works

1. Confirm you want to proceed

   A dialog explains that you will sign on behalf of the recipient and that their identity will be verified first. It summarizes the three steps: send a verification code, complete any required fields and capture their signature if needed, then enter the code they give you. The audit trail will record that verification was done in person. Click Continue to start.

2. Choose how to send the verification code

   Pick Email or SMS. Email is always available if the recipient has an email address. SMS requires a phone number on file and a plan that supports SMS verification.

3. Complete required fields (if the document has them)

   If the recipient has input fields assigned on the document (text, date, checkbox, etc.), fill them in on their behalf before moving on.

4. Capture their signature (if the document has signature fields)

   If the recipient has signature zones on the document, use the signature capture step to record their signature on your device.

5. Send the verification code

   When you reach the verification step, click Send code. Subnoto sends a short code to the recipient’s email or phone. The code is valid for 15 minutes.

6. Ask the recipient for the code

   The recipient receives the code by email or SMS. They should read it aloud or show it to you. The message tells them to share the code only with the person assisting them on site.

7. Enter the code and confirm

   Type the code into the field and click Confirm signature. If the code is correct, the signature is applied and the recipient is marked as signed.

What the recipient sees

The recipient does not use the Subnoto web app during in-person signing.

| Channel | What they receive | |---------|-------------------| | Email | A verification code and a note to share it only with the person helping them on site | | SMS | A short text with the verification code and the same instruction |

They simply provide the code to you so you can complete the process.

After signing

Once you confirm with a valid code:

• The recipient’s status in the envelope changes from pending to signed
• The activity log in the envelope sidebar shows that the recipient was verified in person, including the channel used (email or SMS) and your name as the facilitator
• The downloadable proof and audit trail reflect that the signature was applied after in-person verification

For more on monitoring progress and downloading completed documents, see Tracking Completion.

Tip

Your responsibility on site You are responsible for checking that the person in front of you is the intended recipient before they share their verification code. Subnoto verifies the code; confirming identity in the room is part of your process.

Common situations

Signer at your desk

A client visits your office and signs on your tablet or computer while you guide them through the steps.

On-site visit

A contractor or tenant is present but has no Subnoto account and cannot use the email link on their phone.

Signing order

Wait until earlier signers have signed before using in-person signing for the next signer in the sequence.

Troubleshooting

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Summary: Open the envelope, use Options → Sign in person next to the signer, verify their identity with a code sent by email or SMS, complete any fields and signature capture, then confirm. The audit trail records that signing was done in person.