A Signature field normally takes one signature. With Multi-signature switched on, the same field becomes a table of signers: one row per person, each with their name, any other details you ask for, and their own signature. Everyone signs the same form, so you keep one record instead of a pile of copies.
When to use it
Use it whenever several people need to sign the same thing, for example:
- Attendance sheets — everyone at a meeting or training session signs in.
- Toolbox talks — each worker signs to say they attended and understood.
- Site inductions — every new starter or visitor signs, with their company in a column of its own.
- Sign-off lists — each person responsible signs off their part of the job.
Set it up
Multi-signature is set on each Signature field of a form template, by anyone who can edit templates in System Administration.
- Go to System Administration → Templates, choose Form (or Sub Form) along the top, and open the template.
- Open the Signature field’s settings: choose Edit from the ⋮ menu at the right of its row, or add a new Signature field from the Form Builder panel.
- Under Multi-signature, switch on Allow multiple signatures.
- Under Default on the form, choose how the field starts on a new form: Single signature or Multi-signature. The person filling it in can still switch.
- Under Columns, lay out the table. It starts with Name and Signature. Click the + where you want a new column — between two headings, or at either end — then type its title, for example “Company” or “Role”.
- Drag a heading by its grip to move it. Hover over a heading to show its bin, and click the bin to remove that column.
- Check the example row under the headings. It shows how the table will look on the form — nothing you see in it is saved.
- Click Save to save the field, then click Save on the template.
| Column | What you can do |
|---|---|
| Name | Move it, or remove it if you only need signatures. To bring it back, click “Add Name column”. |
| Signature | Always there. You can move it, but you can’t rename or remove it. |
| Your own columns | Up to five text columns, such as Company or Role. Each one needs a title — an empty one shows “Column title is required” until you fill it in or remove it. |
Prefer the keyboard? Tab to a heading’s grip, press Space, move the column with the arrow keys, then press Space again to drop it.
Fill it in
On the form, the field shows a Multi-signature switch under its label. When it’s on you see the signers table; when it’s off you see the ordinary signature pad.
- Open the form as usual. If the table isn’t showing, switch on Multi-signature under the field’s label.
- In the first row, type the signer’s name and fill in any other columns.
- Click Sign in that row. The signature pad opens: draw the signature, or click Digital Signature to print the name from that row instead (or your own name, if the row has none). Clear starts again; click Done when it’s right.
- Click Add signer for the next person and repeat. You can add up to 50 signers.
- To take a row out, click Remove signer (the bin on that row).
- Submit the form as usual.
Before you can submit: every row you’ve started needs a signature — and a name, when the table has a Name column. If the field is mandatory, at least one person must sign. If something is missing you’ll see a message such as “Attendance: Signer 2 needs a name and a signature” or “Attendance: At least one signature is required”. Rows left completely empty are ignored.
Changed your mind? Switch Multi-signature off to go back to the single pad. If only one person has signed, their signature moves to the pad. If more than one person has signed, or other rows have details in them, Teammate first asks Switch to a single signature?, because the signers table will be removed — choose Switch to go ahead or Cancel to keep it.
Records and PDFs
When you open the record, the field shows the signers table read-only, with the columns in the order set on the template. A field nobody signed shows “No signatures”.
The PDF — from Generate PDF or Send PDF Report on the record — prints the same table: each signer’s details and signature, in the same column order.
Good to know
Your existing Signature fields don’t change. A Signature field works exactly as before until you switch on Allow multiple signatures for it. Closed records keep their headings. If you rename, add or remove columns later, records that are already closed still show the headings they were filled in against. Columns are set on the template. People filling in the form add rows, not columns.
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