E-signatures for staff and job documents

Go to Settings → Documents to upload the agreement PDFs your business actually uses: an Independent Contractor Agreement (ICA), a Service Contract, and a Vehicle/Cargo Waiver. Each is a PDF you author yourself (or export from wherever you keep it today) — uploading a new one replaces the old one, so there’s always exactly one live template per document type.

Form W-9 is different: it’s the real, official IRS form, built into Meridian — there’s nothing to upload for it, ever.

A crew member or job page only shows the documents you’ve actually set up — an ICA, Service Contract, or Vehicle/Cargo Waiver you haven’t uploaded yet simply isn’t listed there (Form W-9 always is, since it needs no upload). Upload the matching template and it appears the next time you open that page.

Need a document beyond those four? Click "Add custom document," give it a name, choose who signs it (a team member or a customer/job), and upload the PDF. Add as many as your business needs — each shows up alongside the built-in documents on the matching crew or job page, and you can rename or remove one any time.

Removing a document (built-in or custom) only takes away the ability to send it again — the Send button for it disappears until you upload a new template. Any signature request already sent, viewed, signed, or voided keeps showing its status and completed-PDF download exactly as before; nothing about that history ever changes.

From a crew member’s profile, use Send next to the Independent Contractor Agreement, Form W-9, or any custom team document to email them a signature request. You’ll see the status right there — sent, viewed, signed, declined, expired, or voided.

Once they sign, the completed PDF lands automatically in that crew member’s Files — nothing to download and re-upload yourself.

A crew member needs an email address on file before you can send to them; if a document has already been sent and is still awaiting a signature, sending again just shows you the same request instead of emailing them twice.

From a job, the Contracts card lets you send the Service Contract, the Vehicle/Cargo Waiver, or any custom customer document to the job’s customer for signature, with the same status tracking as staff documents.

Once signed, download the completed PDF straight from the job — Meridian keeps it private to your team, available any time.

If your workspace texts customers, sending a job document also fires a quick text-message heads-up when the customer has a phone number on file — never required, and it never blocks the send if texting isn’t set up.

By default, Meridian appends a signature page in your own brand (logo and colors) to your uploaded template before sending — your document doesn’t need a signature block of its own, and this is the safe fallback for any template with no fields configured.

For more control, open "Set up fields" on any uploaded template (every built-in document except the W-9, plus every custom document) to place fields directly on your own pages: click Settings → Documents, choose the template, and drop Signature, Date, or Textbox fields wherever they belong on the document, resizing and marking each one required as needed.

Once a template has at least one field placed, Meridian stops appending the extra signature page and instead fills in your own document at exactly the spots you marked — a template needs at least one Signature field before its field setup can be saved.

The W-9 keeps its own fixed, pre-calibrated layout on the real IRS form and doesn’t use the field editor — there’s nothing to place on it.

Most documents have one signer — the crew member or the job’s customer. When a document genuinely needs more (a witness, a co-signer, a second decision-maker), open "Set up fields" on that document and use the Signers bar at the top to add one — up to five signers per document. The first signer is always the crew member/customer and can’t be removed, but you can rename its label (e.g. "Homeowner," "Tenant") the same as any other signer.

Each field you place belongs to one signer — pick who a NEW field is for with the "Placing fields for" selector above the page, or reassign an existing field from the list on the right. Fields are colored by signer once a document has more than one, so it’s easy to see at a glance who signs what; every signer needs at least one Signature field of their own before you can save.

A document with more than one signer doesn’t need any fields placed at all, either — leave it on the default signature page and Meridian adds one complete signature block per signer automatically.

For any signer beyond the first, choose HOW they sign, right below the Signers bar: "Email & sign each time" sends them a real BoldSign request, exactly like the crew member/customer — enter their name and email in the Send dialog (or save a default there for auto-send, see Auto-send below). "Use a saved signature" is for a fixed signer that never changes — most often your own company countersigning — draw it once on the pad or upload a PNG/JPG, and Meridian stamps that signature (plus today’s date, and the saved name if the field calls for one) directly onto every document from then on. That signer is never emailed and never appears in the sending dialog — the document goes out with just the remaining real signer(s).

Sending a multi-signer document with at least one "email & sign each time" signer opens a small dialog first: the crew member or customer is filled in automatically (not editable — that part is always the real record), and you enter a name and email for each additional email-and-sign signer. A document where every additional signer uses a saved signature sends in a single click, exactly like a one-signer document.

The crew/job card shows live signing progress ("2 of 3 signed") counting the real, emailed signers — a signer using a saved signature isn’t "pending" anything, so it isn’t part of that count, even though its signature is already on the document.

Settings → E-signature branding controls what signers see, beyond the document itself: your brand name and logo come from your Branding settings automatically, so there's nothing to re-enter there.

Set a button color and button text color for the Sign/Continue buttons signers click through, a custom email display name for the "From" line on signature-request emails, an optional disclaimer title and message shown before signing, and an optional redirect URL a signer lands on once they've finished.

Saving updates your ONE branding profile in place — it never creates a duplicate every time you save. The "Profile status" panel shows whether a profile exists yet and when it was last saved.

Settings → Documents has two optional toggles, both off by default: send the ICA + W-9 automatically the moment you add a new crew member, and send the Service Contract automatically the moment a job is created.

Each toggle only turns on once its matching template is uploaded — Meridian won’t let you enable an auto-send with nothing to send. A BoldSign hiccup on an automatic send is logged quietly and never blocks the crew member or job from being created.

A document with more than one signer can auto-send too, once every signer beyond the crew member/customer is fully set up in its own mode: an "email & sign each time" signer needs a saved default name/email; a "use a saved signature" signer needs its signature drawn or uploaded. Set either up right below the Signers bar in "Set up fields." The crew member or customer is still always the real record, never taken from either.

If auto-send is turned on for a document that can’t actually send yet — a signer isn’t fully set up, or the template itself was removed — Settings → Documents shows a clear warning right on the toggle explaining why, instead of silently sending nothing.

Auto-send only fires the moment a NEW crew member or job is created — it never re-sends on every visit of a recurring contract, and a bulk import never triggers it, so customers and crew are never surprised with a flood of signature requests.

Custom documents are manual-send only for now — each one you add is sent by clicking Send on the crew or job page, not by an auto-send toggle.

Use Void on a document that’s been sent but not yet signed to cancel it — the signer can no longer complete it. A document that’s already been signed can’t be voided (there’s nothing left to cancel).

After voiding, declining, or letting a request expire, sending that document again starts a fresh request — Meridian never gets stuck refusing to re-send.