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# Adding a signature block to a room

Katalyz Signature lets your buyers sign documents directly inside the room — no DocuSign roundtrip, no PDF attachments, no email chains. Sign where the deal happens.

![A room with a signature widget embedded in a section, showing the envelope card with its status badge](https://storage.crisp.chat/users/helpdesk/website/-/5/5/4/8/554891f22af0b400/room-signature-widget_1iy72xq.png)

> ⚠️ Requires the **Katalyz Signature** module, billed per user per month on top of the Core plan. Envelopes do not consume credits. See [Katalyz Signature](https://katalyz.crisp.help/en/article/katalyz-signature-1otu0vp/).

## What an envelope contains

A signature widget holds one **envelope**. Each envelope has:

- One or more **documents** to sign — PDF or Word (.docx) files
- **Recipients** — signers, approvers and followers
- **Fields** on the documents (signature, initials, date, text, annotation)
- A **signing order** — sequential (one recipient after another) or parallel (everyone at once)
- An optional **deadline** and **automatic reminders**

## Two ways to start an envelope

| Where | How | When to use it |
|---|---|---|
| **Inside a room** | Add the **Signature** widget from the build bar (**More** → **Signature**). An empty card titled **Setup Your Signature Envelope** appears with a **Setup Envelope** button, and the envelope editor opens. | The signers are in the room and should sign there. |
| **Signatures page** | Click **+ New envelope**. Choose **Start from scratch** or one of your published templates, then link the envelope to a room, deal or account. | Org-level contracts, or when you want to reuse a template. |

If you close the editor before adding a document or a recipient, the empty widget is removed from the room again.

Starting from a template is covered in [Signature templates](https://katalyz.crisp.help/en/article/signature-templates-ybd6ym/).

## The envelope editor

The editor is titled **New signature envelope** (or **Edit signature envelope**) and walks through up to five tabs. **Next** moves you forward; on the last tab it becomes **Send for Signature**. **Back** and **Cancel** sit on the left of the footer.

![Envelope editor with the tab strip Associate · Document · Prepare · Setup · Send](https://storage.crisp.chat/users/helpdesk/website/-/5/5/4/8/554891f22af0b400/envelope-editor-tab-strip_uepef.png)

### 1. Associate

Only shown when you create the envelope from the Signatures page — inside a room, the link is already known. Pick one:

- **Link to a room** — *Attach to a dealroom so participants can track status there.*
- **Link to a deal** — *Tie the envelope to a CRM deal — account link is inferred.*
- **Link to an account** — *For envelopes that aren't tied to a specific deal.*
- **No link** — *Standalone envelope with no CRM or room context.*

### 2. Document

Before you upload anything, Katalyz asks **What are you sending?** — *PDFs keep their layout. Word files ship as they are.*

| Card | File | What it means |
|---|---|---|
| **Fixed-layout PDF** | .pdf | *The page never re-flows. Fields are boxes on it.* Best for order forms and printed contracts. Steps: Import → Place fields. |
| **Write it in Word** | .docx | *Paste the codes into your own file. Never rewritten.* Best for letterheads and precise layouts. Steps: Write in Word → Import → Send. |

- **PDF path** — **Upload the PDF**, or pick an existing file **From this room**, **From HubSpot** or **From library** (*Pick a shared org document*). You can add several documents and drag them into order.
- **Word path** — Katalyz jumps straight to **Prepare**, because the signers' codes have to exist before you can type them into the file. Once the codes are in your .docx, import it from the **Import the Word file** zone (*With the signers' codes pasted into it*). A PDF is refused on this path: *"{file} isn't a Word file. This envelope is set up for a .docx."*

The upload only accepts the file type you chose, and Word files are never edited inside Katalyz. See [PDF fields vs Word codes](https://katalyz.crisp.help/en/article/pdf-fields-vs-word-codes-3d5ti/) to choose between the two.

**Next** stays disabled on this tab until at least one document is in.

### 3. Prepare

Recipients and fields live here.

**Recipients** — the sidebar has three lists:

| List | What they do | Button |
|---|---|---|
| **Signers** | Place fields and sign | **Add signer** |
| **Approvers** | *Will be asked to approve the envelope without signing* | **Add approver** |
| **Followers** | *Will receive a copy when everyone has signed* | **Add follower** |

Each **Add** button opens a picker with a **Room** tab (participants of the linked room), a **CRM** tab, and a search box — *Search by name or email — or type a new email* — for anyone else. Expand a signer's card to set their **authentication method**, their position in the signing order and, when they are not in the room yet, the **Also invite to this room** switch (*Will be invited on send* vs *Sign-only (no room access)*).

The **Sequential signing** toggle at the top of the sidebar switches between sequential and parallel routing.

**Fields** — on a PDF, drag a field from **Signer fields** onto the page; it belongs to the selected signer. Every signer needs at least one signature field, otherwise the Send tab reports *"{name} has no signature field placed"*.

On a Word file there is no page to drop fields on. The tab lists each signer's **anchor codes** instead, and once the file is imported it checks them off — **✓ in document** or **not typed yet**.

![Prepare tab — recipients sidebar on the left, a PDF page with a signature field placed on the right](https://storage.crisp.chat/users/helpdesk/website/-/5/5/4/8/554891f22af0b400/envelope-prepare-tab_9uy5hy.png)

### 4. Setup

**Basic Information**: **Envelope Title**, **Message to Recipients**, **Signing Deadline (Optional)** and **Automatic Reminders**. Turn on **Enable Automatic Reminders** to set **First reminder (days after send)** (default 3) and **Repeat every (days)** (default 2).

### 5. Send

The **Envelope Summary** counts documents, recipients, signers and fields. **What will be sent** lists each document as **As uploaded** or **Rebuilt**, with a **Preview** button to download the exact file that will go out. When everything checks out the card reads **Ready to Send**; otherwise **Almost ready — fix the items below**, each issue with a **Fix** link to the right tab. Click **Send for Signature**.

## Field types

| Field | Hint in the editor | Who fills it |
|---|---|---|
| **Signature** | *Full signature* | A signer |
| **Initials** | *Initials only* — placed on every page by default | A signer |
| **Date** | *Auto-dated* — filled with the signing date | Automatic |
| **Text** | *Free text* — with a **Label** and a **Placeholder** (e.g. *Company name* / *Acme Inc.*) | A signer |
| **Annotation** | *Creator-only · static* — fixed text you type yourself, e.g. *Read and approved* | You (not interactive) |

On a PDF, a field is placed on a **single page** or on **all pages** at the same position; Initials default to all pages.

## Authentication methods

Each signer and approver has an authentication method, chosen on their card in **Prepare**:

- **Email link** (default) — the link in the signing email authenticates them
- **SMS code** — a one-time code sent to the phone number you enter
- **Access code** — a code you set and share with them through another channel
- **ID verification** — the signer verifies their identity before signing

For standard commercial contracts, **Email link** is usually enough.

## Routing: sequential vs. parallel

- **Sequential** — recipients act one at a time, in the order set on their cards. Those whose turn hasn't come show as **Waiting**.
- **Parallel** — everyone is notified at once and can act in any order.

## After sending

The widget shows the **Awaiting signatures** badge, the documents count, *{n} of {m} signed*, the deadline (or **No deadline**) and the order (**Sequential** / **Parallel**), with a **Sign** button for any recipient who opens the room. Once the envelope is **Signed**, a **Download signed copy** button appears. See [Tracking signature status](https://katalyz.crisp.help/en/article/tracking-signature-status-rzacwr/).

## Cost

Katalyz Signature is a **module** added to your Core plan and priced per user per month. There is no per-envelope charge and envelopes don't use credits. See [Katalyz Signature](https://katalyz.crisp.help/en/article/katalyz-signature-1otu0vp/).

## Related articles
- [Signature templates](https://katalyz.crisp.help/en/article/signature-templates-ybd6ym/)
- [PDF fields vs Word codes](https://katalyz.crisp.help/en/article/pdf-fields-vs-word-codes-3d5ti/)
- [How buyers sign a document](https://katalyz.crisp.help/en/article/how-buyers-sign-a-document-1pm5i5x/)
- [Tracking signature status](https://katalyz.crisp.help/en/article/tracking-signature-status-rzacwr/)
- [Legal validity of Katalyz signatures](https://katalyz.crisp.help/en/article/legal-validity-of-katalyz-signatures-133h7gd/)