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Legal Document Signing

In the Setting section, SmartLobby offers multiple type of document that visitors can sign

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This include Health Screening, Privacy Policy and many more.

The document in the Settings section applies to all locations.

Lets say you have 4 locations: London, New York, Sydney and Nairobi All 4 locations have the very same documents to sign. Then this could be set up in the “Settings” section of the admin dashboard.

Overriding document per location

In case lets say Nairobi needs a different “Privacy Policy” than all of the other 3 locations,
it is possible to override lets say only the “Privacy Policy” for Nairobi in the section “Location Doc” section,
select Nairobi and create a new Privacy Policy for the location Nairobi.

That new “Privacy Policy” will only be displayed in Nairobi

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PDF templates (upload your own document)

For Legal document, Privacy policy, NDA, and Health screening, you can use a PDF file as the document visitors sign instead of composing text in the rich-text editor.

  1. In Settings, open the accordion for the document type you need.
  2. Turn on Upload … PDF document. While this is enabled, visitors see your PDF; the title and body fields for that document are not used (you can turn the PDF option off again to return to the editor).
  3. Use Change … PDF to pick a file. Only PDF files are accepted; a maximum size is enforced when you choose the file (the limit is shown next to the option). Uploading requires permission to edit global settings.
  4. After a successful upload, the dashboard saves your settings automatically.
  5. Use View … PDF to preview the template currently in use.

Storing signatures: The option Store signed documents as PDF is separate: when it is enabled, SmartLobby keeps a PDF copy of what was signed with the visitor record. That is independent of whether the template itself is rich text or an uploaded PDF.

Scope: PDF templates are configured under Settings and apply to all locations. Per-location overrides in Location Doc use the text editor only; they do not replace the global PDF template flow.

Updated March 27, 2025.