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Sign manager — User Guide

Sign manager — User Guide

Module: Fixed Equipment
Audience: IT administrators, asset managers, HR/compliance staff
Version: 1.0.0
Last updated: 2026-07-22

Overview

Sign manager is your check-in and check-out ledger with digital signature support. Whenever equipment is assigned to or returned by staff (from Assets, Licenses, approved Requests, or warehouse flows), the transaction appears here. You can group transactions into a sign document, collect signatures from the issuer and the recipient, and download or print a PDF for compliance records.

Use Sign manager after checkouts happen — it does not assign equipment itself.

Prerequisites

Task Permission
View the check-in/out ledger and sign documents Fixed Equipment → Sign manager → View (or View own)
Create sign documents and sign as issuer Fixed Equipment → Sign manager → Create

Before using Sign manager:

  1. Check-in/out transactions must already exist (from Assets, Licenses, or approved Requests).
  2. For request-based checkouts, the request must be Approved before it appears in the ledger.

Step-by-step: View and filter transactions

  1. Go to Fixed Equipment → Sign manager.
  2. Use the filters at the top:
    • Location
    • Staff (hidden if you only have View own + Create on your own account)
    • Asset
    • Check type — Check-out or Check-in
    • From date / To date
    • Sign document — filter rows already linked to a document
  3. The table refreshes when you change a filter.

Expected result: A list of check-in/out events with asset name, serial, item type, staff member, date, and linked sign document reference (if any).

Tip: Click the double-arrow icon (top right) to split the screen — the table on the left and document detail on the right.

Step-by-step: Create a sign document

Bundle one or more check-in/out rows for a staff member into a single signable document.

  1. On the Sign manager page, click Create sign document (top right).
  2. Select Staff — the person who received or returned the equipment.
  3. In Check-in/out, select the transaction row(s) to include. Only rows not yet attached to another document are listed.
  4. Click Create.

Expected result: You are returned to Sign manager with the new document open in the detail panel. The document has a reference number (e.g. #00042). Two signature slots appear: Creator signature (you or the document creator) and Owner signature (the staff member who checked out the equipment).

Bulk create from the table

  1. Select a Staff filter so checkboxes appear in the table.
  2. Tick the rows to include.
  3. Click the bulk Create sign document action.
  4. Confirm staff and rows in the modal, then Create.

Step-by-step: Sign a document

  1. Open the sign document (click its reference in the table or use the detail panel after creation).
  2. Click Sign on your signature slot.
  3. In the signature modal, confirm your name and email, draw your signature on the pad, and submit.
  4. The other party signs their slot the same way.

Expected result: Green alerts show who signed and when. Document status moves from Not yet sign → Signing → Signed as signatures are collected.

Step-by-step: Download or print

  1. With a sign document open, click the PDF dropdown (top right of the detail panel).
  2. Choose View PDF, Download, or Print.

Step-by-step: Change document status manually

If signatures were collected on paper or you need to close a document administratively:

  1. Open the sign document detail.
  2. Use the status dropdown: Not yet sign, Signing, or Signed.
  3. Status saves automatically.

Note: Marking Signed without both digital signatures shows an informational message that the document was manually marked.

Field reference

Field Required Description
Staff Yes Staff member whose check-in/out rows you are bundling
Check-in/out Yes One or more transaction IDs to include in the document
Status — Document lifecycle: not signed, in progress, or complete

Common issues

Symptom Likely cause What to do
No rows in Check-in/out dropdown All transactions already signed, or none exist for that staff Complete a checkout first; pick a different staff member
Request checkout missing from list Request not yet approved Approve the request under Requested
Cannot see Create sign document Missing Create permission Ask admin to grant Sign manager → Create
Owner cannot sign Wrong user logged in The checkout staff member must sign the owner slot
Checkbox column hidden Staff filter not set Select a staff member in the filter (unless you have View own + Create)

Related features

  • Assets — direct check-out/check-in from the asset register
  • Requested — staff equipment requests that flow into Sign manager after approval
  • Licenses — license seat checkouts also appear in the ledger

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