Signature features help you customise declarations, streamline how contacts sign reports, and reduce manual follow-up. With tools like signature reminders, stored signatures, and reusable preferences, you can speed up the signing process and ensure reports are completed on time.
⚠️ IMPORTANT
For the system to automatically send the web report via email for signing, a contact must have both Deliver and Signee enabled. If only Signee is selected, the report will not be sent to them.
How Signee And Deliver Work Together
Selected Options | What Happens |
Signee only | The Contact is included as a signer and appears within the signature process, but does not automatically receive the report by email. |
Deliver only | The Contact receives the completed web report by email but is not listed as a required signer. |
Signee and Deliver | The Contact receives the web report by email and is included as a required signer. |
Neither selected | The person remains listed as an inspection Contact but receives no completed report or signing request automatically. |
Declarations & Signature Lines
At the end of each report, a legal declaration introduces the signing process and outlines responsibilities. You can use the default declaration or upload your own.
You can also choose how many default signature lines appear (from None up to 10), depending on the number of signees required.
1. Navigate to the Settings tab at the top of your online dashboard and click on the Reports tab.
2. Scroll down to the Declaration and Signatures option, and toggle to On.
2. The Declaration field includes default text, which you can fully edit once the feature is enabled. Using the text editor, you can update the title and customise the declaration to align with your company’s policies and legal requirements.
3. Once enabled, you can choose how many default signature lines appear on your web report, with options ranging from none up to 10. These will be the signature lines that automatically display once a report is marked as Complete.
ℹ️ These default lines are in addition to any signature lines created for contacts marked as Signees. Each Signee will still receive their own dedicated signature line.
Send Signee Reminders
Inventory Base can automatically remind Contacts who have not yet signed.
Reminders are sent only when:
The Contact is marked as Signee
The Contact has not completed their signature
Reminders stop automatically once the Contact signs.
Account-Level Setting
Go to Settings.
Open Reports settings.
Find Send Signee Reminder.
Select when reminders should be sent.
Save the setting.
Individual Inspection Setting
Open the relevant inspection.
Open the inspection’s Settings.
Find Send Signee Reminders.
Select the required reminder intervals.
Save the setting.
ℹ️ Notes
Customers can select more than one reminder interval.
If one reminder is configured, the email subject will include Reminder.
If multiple reminders are configured, the final email in the sequence will include Final Reminder.
You can also set your reports to auto-close once all signatures have been received.
Retain Contact Preferences
Choose whether contact-specific signing and communication preferences are carried over when a property contact is copied to a new inspection. This setting helps maintain consistency and saves time when managing repeat inspections.
1. Navigate to the Settings tab at the top of your online dashboard. Under General Settings, scroll down to the Retain Contact Preferences setting.
2. Once enabled, any contact added to a property with specific preferences — such as being marked as Signee, Deliver, or Notify — will automatically carry those same preferences into new inspections.
Pre-Saved Signatures
When a logged-in user has a saved signature on their profile, they can select Use My Signature when signing a web report. This inserts their stored signature automatically, removing the need to draw or upload it again.
1. Log in to your online dashboard and click on your Profile option in the top-right corner.
2. Under the Signature section, click Upload Signature to add an image of your signature, or select Draw Signature to create one directly using the on-screen signature pad.
3. Once you’ve added your signature, click Save to apply the changes to your profile.
4. Once your signature is saved to your profile, you can quickly add it to any report you are required to sign. Navigate to any web report and scroll to the Signatures section at the bottom of the page.
ℹ️ You must be logged in to your own profile when opening a web report link for the Use My Signature option to appear.
5. Click Use My Signature to automatically populate your saved signature, along with your full name and email address. Make sure to select the correct contact type for yourself before submitting.
Date Column on PDF Signature Fields
When saving a report as a PDF, the signature field now includes a Date column. This makes printed reports easier to complete, ensures signatures are clearly dated, and helps maintain accurate and compliant documentation.
How It Works
Add a contact and mark them as a signee
Complete an inspection
View or download the report as a PDF
The signature field will now include a Date column, ready for manual completion
Collecting Signatures Through The Web Report
Contacts can also sign remotely through the web report.
For the signing email to be sent automatically:
The Contact must have a valid email address.
Signee must be selected.
Deliver must be selected.
The report must be marked Complete.
When these conditions are met, the Contact receives their own link to the web report and can complete the signature request online.
Collecting Signatures Through The App
Signatures can only be collected in the Inventory Base app after the inspection has been marked Complete.
When completing the inspection:
Mark the inspection as Complete.
Continue to the signatures screen.
Contacts already marked as Signee will appear automatically.
Ask each Contact to add their signature.
Save the completed signatures.
💡 TIP: The user can also select Add Signature to add another signer during the signature process.
This allows an additional Contact and signature to be added even if that person was not previously listed as a Signee.
Tracking Signature Status
After Signees have been added, their current status appears on the inspection’s Info page.
A Contact who has not yet signed will show as Pending.
This allows users to check which Contacts have completed their signature and which still need to respond.
Adding Or Editing Signees After Completion
Contacts can still be added or edited while the inspection is marked Complete.
Where the Contact is configured for automatic delivery and signing, Inventory Base sends the signing email when the Contact is saved.
ℹ️ Contact details and communication preferences can also be edited or removed after a signature has been added.