Skip to main content

​
Overview

Documents are files attached to a customer’s record: membership agreements, licences, proof of address, insurance certificates, welcome packs. You can keep a document for your team only, share it with the customer in the Members Portal, or ask the customer to sign it electronically.

​
How to access

Go to CRM → Documents to see the documents for all your customers. Documents list To see one customer’s documents, open the customer and go to CRM → Files.

​
Read the list

Use the list’s filters to find documents that are Out for signature, Signed electronically or Signed manually. You can also add these as cards on your dashboard.

​
Add a document

1

Open the form

In CRM → Documents, select Add document. To add a document from a customer’s record instead, go to CRM → Files.
2

Choose the customer

Select the Customer. In a network, choose the Location too.
3

Add the file or contract

Under By file or contract, choose one:
  • File: upload a file and give it a name.
  • Contract: choose one of the customer’s contracts as the Contract name and a Document template to use. Nexudus generates the document from the template, filling in the contract’s details. Preview it before saving.
4

Add notes

Add any Notes for your team.
5

Choose how to share it

Choose whether to share the document and whether it needs signing. See Share a document and Signatures.
6

Save

Save the document.
Proposals also create documents. When a proposal includes a document for the customer to sign, Nexudus adds it to the customer’s documents automatically. See Proposals.

​
Share a document

Tick Share this document with the customer to make the document available in the Members Portal. The first time you share a document, the customer gets an email telling them it’s there. Documents you don’t share are Internal: only your team can see them. Use this for anything the customer doesn’t need, such as identity checks or credit references.

​
Signatures

​
Ask for an electronic signature

To collect a signature online, use the Dropbox Sign integration. Turn it on in Settings → Integrations → Dropbox Sign. Dropbox Sign is a paid integration, charged monthly with an allowance of signatures.
1

Request the signature

When you add the document, tick Request the customer to e-sign this document. You can only set this when you first create the document.
2

Choose who signs

The customer is added as a signatory automatically. Optionally:
  • Add additional customer to collect signatures from other people, such as a second director.
  • Add counter signature to have someone at your company sign. Counter signatures are only requested once all customers have signed.
3

Save

Save the document. Each signatory gets an email asking them to sign.
The customer must be able to log in to your Members Portal: you can’t request an electronic signature from a customer without portal access. Once a document is out for signature, you can’t change its customer, file or other details. In the Status panel you can see each signatory’s progress (Pending, Out for signature or Signed), and correct the name or email address of anyone who hasn’t been sent the request yet. You can’t add or remove signatories. You get an email when the document has been signed. The signed copy is kept with the document.

​
Mark a document as signed

If a customer signs a paper copy, tick This document has been signed (manual override). The document shows as Signed in the list and appears under Signed manually. You can’t use this option on a document sent for electronic signature.
Name documents so they’re easy to tell apart on a busy record, for example “Private office licence - Suite 4” rather than “Agreement”.
  • Members: the customer records documents belong to
  • Proposals: offers that can include a document for the customer to sign
  • Contracts: the contracts contract documents are generated from