Documents & E-Signatures

Templates & Bulk Send

Reusable signing templates with signer roles, CSV-driven bulk send to up to 500 recipients, plan template limits, and how per-recipient signing copies are materialized.

Templates & Bulk Send

When you send the same document over and over — an offer letter, an NDA, a policy acknowledgment — you don't want to re-place fields every time. Templates let you set it up once; Bulk Send lets you fire it at hundreds of people from a spreadsheet.

Templates

A template is a reusable base PDF with its fields already placed. The key difference from a one-off send: a template uses signer ROLES, not concrete people.

Signer roles

Each role on a template has a role name, an order, and a color. Concrete recipients are mapped to roles at send time. So a "New Hire Offer" template might have roles like Candidate (order 1) and HR Manager (order 2); whoever you're sending to fills those slots when you send.

A template can also be read-only (no signer roles) for informational documents that just need to be distributed, not signed.

Scope, versions & archiving

Aspect	Behavior
Scope	Org-wide (admin / exec) or department-scoped (a dept head, for their department)
Versions	Version tracking keeps a history as the template evolves
Removal	Soft archive — archived templates are hidden, not destroyed

Plan template limits

Plan	Template limit
Free	0 (locked — Pro+ feature)
Pro	5
Business	50
Enterprise	Unlimited

Why Free shows a lock. Templates are a Pro+ feature. On the Free plan the template area shows a lock prompting an upgrade — you can still send documents one at a time.

Bulk Send

Bulk Send drives a template against a CSV file to create one signing copy per row.

Property	Value
Source	CSV upload with column mapping
Max recipients	500
Matching	Recipients are matched by email within the org
Output	A per-recipient signing copy is materialized from the template for each row

How a bulk send progresses

The job moves through statuses with per-row results, so you can see exactly which rows succeeded:

PENDING → PROCESSING → COMPLETED   (or FAILED)

Why per-row results matter. A 500-row send will usually have a few bad rows — a typo'd email, a person not in the org. Per-row results let you fix and resend just the failures instead of the whole batch.

Document-limit cost

Remember from Uploading: a bulk send counts 2 × recipients against your plan's document allowance. A 200-recipient send consumes 400 documents.

Roles & permissions

Action	Who
Create org-wide template	Administrator / Executive
Create department-scoped template	Department head (their department)
Run a bulk send	Administrator / Executive (Pro+ plan)

Troubleshooting

Error / symptom	Cause	Fix
Template area is locked	Free plan (0 templates)	Upgrade to Pro or higher
"Document limit reached" during bulk send	Bulk send counts double per recipient	Reduce recipients or upgrade; remember 200 rows = 400 documents
Some bulk rows show FAILED	Email not found in the org, or bad CSV data	Check per-row results; fix emails (must match an org member) and resend failures
Recipient didn't get the document	Email didn't match a user within the org	Confirm the address belongs to an active org member
Can't find an old template	It was soft-archived	Restore it from the archived list

Audit Trail & Certificate

What BookYourPTO captures for every signature, the certificate page appended to completed documents, optional cryptographic PDF signing, and who is allowed to view the audit trail.

Onboarding

Onboarding task lists driven by templates, signature-gated tasks, per-hire document copies, due dates anchored to the start date, and the Action Required tray.