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Documents & Digital Signatures

Learn how to create, manage and assign visitor documents, collect digital signatures and view signed agreements.

Overview

The Documents & Digital Signatures feature allows organisations to present important information to visitors during check-in and collect acknowledgements or digital signatures where required.

Documents can be used for a wide range of purposes, including:

  • Non-Disclosure Agreements (NDAs)

  • Site Rules

  • Health & Safety Information

  • Safeguarding Policies

  • Infection Control Procedures

  • GDPR Notices

  • RAMS Acknowledgements

  • Asbestos Register Acknowledgements

Documents can be uploaded as PDFs or created directly within Custr.

They can then be assigned to visitor categories so they are presented to the appropriate visitors during check-in.

How Documents Work

Documents are shown after a visitor completes the main check-in process.

The order is:

  1. Visitor completes check-in details and questions

  2. Health & Safety Document (if enabled)

  3. Category-specific documents

  4. Visitor completes check-in

A visitor must complete each document before moving to the next one.

Document Types

When creating a document, you can choose one of three actions:

Continue

The visitor must read the document and tap Continue before proceeding.

This is typically used for:

  • Site maps

  • Evacuation routes

  • General visitor guidance

Accept

The visitor must read the document and tap Accept to confirm they have acknowledged the contents.

This is commonly used for:

  • Safeguarding information

  • GDPR notices

  • Site policies

  • NDAs

Sign

The visitor must read the document and provide a digital signature before proceeding.

This is commonly used for:

  • Contractor agreements

  • RAMS acknowledgements

  • Site Rules

  • Legal agreements

Health & Safety Document

The Health & Safety Document is a special document that is shown to all visitors regardless of category.

Unlike standard documents, it is not assigned to a category and always appears first during the check-in process.

Typical examples include:

  • Emergency procedures

  • Site maps

  • Muster point information

  • Visitor safety guidance

  • General site rules

Please note:

  • Only one Health & Safety Document can be active at a time

  • The Health & Safety Document is shown before any category-specific documents

  • The document will be included within visitor welcome emails

How to Add a Health & Safety Document

To add a Health & Safety Document:

  1. Navigate to Configuration > Documents

  2. Locate the Health & Safety Document section

  3. Click Upload File

  4. Select your PDF document

  5. Wait for the system to automatically save

How to Add a Document

To upload a document:

  1. Navigate to Configuration > Documents

  2. Click the orange + icon

  3. Enter the document details

  4. Select the required action:

    • Continue

    • Accept

    • Sign

  5. Click Upload File

  6. Select your PDF document

  7. Click Save

Please Note: All uploaded documents must be provided in PDF format.

How to Create a Custom Document

If you do not already have a PDF document, you can create one directly within Custr.

To create a custom document:

  1. Navigate to Configuration > Documents

  2. Click the orange + icon

  3. Enter the document details

  4. Select the required action

  5. Click Create Document

  6. Enter the document content

  7. Click Save

How to Assign Documents to a Category

Documents must be attached to a visitor category before they will appear during check-in.

A category can have up to five documents assigned to it.

To attach a document:

  1. Navigate to Configuration > Categories

  2. Select the required category

  3. Click Documents

  4. Click the orange + icon

  5. Select the document you wish to attach

  6. Click Attach

  7. Click Save

Please Note: The order of category documents can be controlled within the category settings. The Health & Safety Document will always appear before any category documents.

How to Edit a Document

To edit a document:

  1. Navigate to Configuration > Documents

  2. Select the document you wish to edit

  3. Click Edit

  4. Make your changes

  5. Click Save

Please Note: Editing a document only affects future visitor acknowledgements.

Previously signed copies remain unchanged and continue to be stored against historic visitor records.

How Digital Signatures Work

When a visitor signs a document, Custr generates a signed PDF containing:

  • The original document

  • The visitor’s digital signature

  • Visitor name

  • Visitor company (if captured)

  • Date of acknowledgement

If the visitor provides an email address, a copy of the signed agreement can also be sent to them for their records.

How to View Signed Documents

Signed documents can be viewed from both the Dashboard and History screens.

From the Dashboard

  1. Navigate to Home

  2. Select the visitor record

  3. Open the Documents tab

  4. Select the document

  5. Click View Document

From History

  1. Navigate to History

  2. Select the visitor record

  3. Open the visitor slide-over panel

  4. Click the Documents tab

  5. Select the required document

How to Delete a Document

To delete a document:

  1. Navigate to Configuration > Documents

  2. Select the document

  3. Click Delete

  4. Confirm the deletion

Important: Deleting a document removes it from:

  • The Documents library

  • Any visitor categories it is attached to

However, any previously signed copies remain stored against historic visitor records and are not affected.

Roles & Permissions

Access to Documents is controlled through Roles & Permissions.

Available options are:

  • View & Edit – Can create, edit and delete documents

  • View Only – Can view documents but cannot make changes

  • Disabled – No access to the Documents section

This allows organisations to control who can manage visitor documentation and digital signature workflows.

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