Merge, Fill and Sign document templates that let you collect legally binding e-signatures from multiple people on a single document — for example, having a candidate sign an employment contract, followed by a hiring manager and a legal reviewer. Once every party has signed, all signers automatically receive a copy of the completed document.
This document template type combines fill and sign fields with merge data variables, so that you can create dynamic document templates that pull in candidate or job specific information and can also be signed by multiple parties.
Who is this for?
This feature is for anyone who manages documents that require signatures from more than one person. Common use cases include:
Employment contracts that need to be signed by both the candidate and a company representative
Any document where information needs to be filled in by multiple parties before or alongside signing
How do I create a Merge, Fill and Sign document template?
Go to Settings → Templates → Document templates.
Select Create new template.
Choose the Merge, Fill and Sign option (this is only for DOCX files).
Give your template a name and upload your DOCX document (e.g. a contract).
Optional: set scope visibility if you want to limit who can use it.
Select Add Signer and add up to 3 additional signers, then drag and drop them into the required order for your signing workflow.
Add fields that you want each signer to fill or sign. Signature, Initial and Date fields are standard fields for each signer so don’t need to be added again.
Copy and paste the fields into the document, using the provided Signer Field Variables. These variables act as placeholders and will be automatically converted into fields when documents are sent.
Make other edits to your document right inside Pinpoint, such as adding data variables to merge candidate or job information.
Click the ‘Save’ icon button in the top left of the document window before proceeding to the final step.
Preview to check the document before saving your template. In the preview, Docx Data Variables will be replaced with representative mock data, while Signer Field Variables will be shown with a dotted red outline.
How do I configure signers?
For each additional signer, you can specify them in one of the following ways:
Dynamically, using a user variable — e.g. the hiring manager on a job, or a role defined by a user-type custom field. This is useful when the signer may vary depending on the job or candidate.
Statically, using a specific user — a fixed person in your organisation who will always be a signer on this template.
Statically, using a custom email address — for signers outside your organisation.
The candidate is always included as a signer. You can add up to 3 additional signers, giving a maximum of 4 signers per document.
How do I configure fields for each signer?
Pinpoint automatically includes Signature, Initial, and Date fields for each signer. You can add more:
Create new fields (e.g. short text for Address or Name). Supported field types include text, checkbox, date, and multiple choice.
Save the fields first so you can add them to the document in the next step.
How do I add fields into the document?
Pinpoint generates a unique variable for each signer field that you can copy and paste where you'd like the field to appear in your document.
Each of these variables looks something like this:
{{ signer_candidate_15_signature }}
You can differentiate between signer field variables and data variables (for merging information in) as signer field variables always start with signer_.
It's also useful to know that if you use the same field (like Name) more than once, the signer will only need to fill it once, and the value they enter will appear in every other instance of the field.
Best practices
Here are some tips to help ensure control over the layout of your document:
Avoid placing signer fields ‘inline’ (e.g. within a written sentence) as their width will not dynamically adapt to the filled values in the final filled and signed document
Avoid positioning signer fields using tabs or spaces, as this may lead to inconsistent and unexpected layouts
Use a ‘label’ / ‘field’ separated layout approach, ideally using columns or tables
Why can't I use a PDF instead?
This type of document template only supports DOCX file types. This is because it also supports data variables, allowing you to merge data such as the candidate name or company address. Any data that's merged may change the layout and therefore shift the position of your fields if they were placed in a PDF. By placing them inline with the content of your document, we can ensure the document will be generated correctly without errors.
How can I send a document and initiate a signing workflow?
In the ATS
Merge, Fill and Sign documents work like any other document template – you can initiate the signing workflow either manually or automatically:
Automatic: Add the document template as a stage action so it is initiated as soon as a candidate moves to that stage (e.g., after an initial offer has been agreed).
Manual: Open a candidate's application → go to Documents → select the template → Send. The document will be sent to the first signer in the workflow, which may not be the candidate. A summary of the workflow will be displayed before you initiate it.
Note that for the document to be available to be sent, it needs to have been included in at least 1 stage in the job’s hiring workflow.
In Onboarding
Merge, Fill and Sign documents work like any other document template – you can add them as document type questions in onboarding form steps.
The signing workflow will be triggered automatically when the corresponding onboarding step is also triggered.
What do the candidate and other signers see when I send a multi-signer document in the ATS?
Each signer in the workflow receives an email asking them to review and complete the document.
They'll be guided through the fields in the order they appear in the document.
Once the first signer has completed the document, the next signer will receive their email, and so on.
Once all signers have signed or completed the document, they each receive a confirmation email where they can download a copy of the final document or email it to themselves. A certificate of completion is included with the final signed document.
What do the candidate and other signers see when I send a multi-signer document in Onboarding?
When an onboarding step containing a multi-signer document is triggered, if the candidate is the first signer, they will immediately be able to complete the document in their onboarding portal.
If they are not the first signer, they will be shown a message informing them that other signatures are required before they can sign it, and that they will be notified via email once it's ready. They can then proceed with their onboarding process, unless the question is set to required — in which case they'll need to wait.
All additional signers will receive an email asking them to review and complete the document when it's their turn to do so.
Once all signers have signed or completed the document, they each receive a confirmation email where they can download a copy of the final document or email it to themselves.
How do I view the status of a multi-signer document?
In Pinpoint, you'll see the document status as Pending, which will remain until all signers have completed it.
Clicking the action menu on the document and selecting View Details will open a drawer showing you where the document is currently sat in the workflow, the email address each signer was notified at, and the status of each signer along with their responses to any fields assigned to them.
Once all signers have completed, the document status in Pinpoint will update to Accepted.
Clicking the document name shows you the completed document.
Frequently asked questions
Can I use multi-signer templates for offers? Not currently. Multi-signer document templates are available for document templates only at this time.
Are existing document templates that use workaround signatures compatible with this feature? No. Merge, Fill and Sign is a new template type. If you have existing templates that simulate multiple signatures using image workarounds, you'll need to recreate them using this new template type.
Can I use approval workflows with multi-signer templates? Approval workflows for document templates are not supported in this release. If you need an approval step in your signing workflow, one workaround is to add the approver as a signer without assigning them any fields — they will still be notified at their turn in the signing sequence.
Is the signed document available via the API? API access to completed multi-signer documents is not yet available.
Are there any limits on the number of signers? Yes — you can add up to 3 additional signers in addition to the candidate, giving a maximum of 4 signers per document.
Which document signing service do you use? Our Merge, Fill and Sign document template uses Docuseal. Docuseal is fully compliant with UETA and the ESIGN Act in the U.S. and the eIDAS regulation in the EU.