Setting Up NDAs & Waivers

Setting Up NDAs & Waivers

Many organizations require visitors to sign Non-Disclosure Agreements, liability waivers, safety acknowledgments, or other legal documents before being granted access. KyberAccess makes this process seamless by integrating electronic document signing directly into the check-in flow. Visitors can review and sign documents on a kiosk, tablet, or front desk screen with a finger or stylus.

This guide covers how to create, configure, and manage NDAs and waivers in KyberAccess.

Accessing NDA & Waiver Settings

1. Log in to your KyberAccess dashboard at app.kyberaccess.com.
2. Navigate to Settings from the left sidebar.
3. Click Documents under the Configuration section.
4. The Documents page displays all configured NDAs, waivers, and other signable documents.

Creating a New Document

Step 1: Start the Document Wizard

1. Click + New Document.
2. Enter the document details:
   • Document Name — Internal name used to identify the document (e.g., "Standard NDA", "Construction Liability Waiver")
   • Document Type — Select from:
     • NDA (Non-Disclosure Agreement) — Confidentiality agreements
     • Liability Waiver — Release of liability forms
     • Safety Acknowledgment — Safety rules and procedures
     • Visitor Agreement — General terms and conditions
     • Custom — Any other document type
3. Click Next.

Step 2: Add Document Content

You have three options for creating your document:

Option A: Use a Template

1. Click Choose Template.
2. Browse KyberAccess's built-in templates:
   • Standard NDA
   • Facility Liability Waiver
   • Safety Rules Acknowledgment
   • Photography/Recording Consent
   • Property Damage Waiver
3. Select a template and click Use Template.
4. The template loads into the editor where you can customize it.

Option B: Upload a Document

1. Click Upload Document.
2. Upload a PDF, Word (.docx), or rich text (.rtf) file.
3. The document is converted and loaded into the editor.

Option C: Write from Scratch

1. Click Create from Scratch.
2. Use the rich text editor to write your document.
3. The editor supports:
   • Headers, bold, italic, underline
   • Bullet and numbered lists
   • Tables
   • Images and logos
   • Page breaks

Step 3: Add Dynamic Variables

Insert variables that auto-populate with visitor information:

1. Place your cursor where you want to insert a variable.
2. Click the Insert Variable button in the toolbar.
3. Available variables:
   • {{visitor_name}} — Full name of the visitor
   • {{visitor_company}} — Visitor's company
   • {{visitor_email}} — Visitor's email
   • {{host_name}} — Name of the host employee
   • {{date}} — Current date
   • {{time}} — Current time
   • {{location_name}} — Facility name
   • {{organization_name}} — Your organization's name
   • {{badge_number}} — Assigned badge number
   • {{purpose}} — Purpose of visit
4. Variables are displayed as blue tags in the editor and are replaced with actual data when the document is presented to the visitor.

Step 4: Configure Signature Fields

1. Scroll to the bottom of the document in the editor.
2. Click + Add Signature Field.
3. Configure the signature:
   • Signature Type — Drawn (finger/stylus), Typed, or Both
   • Signature Label — Text above the signature line (e.g., "Visitor Signature")
   • Date Field — Automatically insert the signing date next to the signature
   • Print Name — Add a printed name field below the signature
4. You can add multiple signature fields if the document requires more than one (e.g., visitor signature and witness signature).

Step 5: Set Document Rules

1. Click the Rules tab.
2. Configure when this document should be presented:
   • Required for All Visitors — Every visitor must sign during check-in
   • Required by Visitor Type — Only required for specific visit purposes (e.g., Contractors, Vendors)
   • Required by Location — Only required at specific locations
   • One-Time Signing — Returning visitors do not need to re-sign (valid for 30/60/90/365 days or custom period)
   • Every Visit — Require a fresh signature on every check-in
3. Click Save Rules.

Tip: Use One-Time Signing for standard NDAs with regular contractors who visit weekly. Use Every Visit for safety acknowledgments that visitors should read each time.

Step 6: Save and Activate

1. Review the document in the preview panel.
2. Click Save Document.
3. Toggle the document to Active to include it in the check-in flow.

Adding the NDA Step to Check-In Flow

After creating a document, add it to your check-in flow:

1. Go to Settings > Check-In Flow.
2. In the Flow Builder, click + Add Step.
3. Select NDA / Waiver Signing.
4. In the step configuration:
   • Select Document(s) — Choose which documents visitors must sign (you can require multiple documents)
   • Display Order — If multiple documents, set the order they appear
   • Allow Skip — Toggle whether visitors can skip (not recommended for legally required documents)
   • Show on Kiosk — Enable or disable for kiosk mode
5. Click Save.

Managing Multiple Documents

You can create as many documents as needed:

1. Navigate to Settings > Documents.
2. All documents are listed with:
   • Name — Document title
   • Type — NDA, Waiver, etc.
   • Status — Active or Inactive
   • Signatures — Total number of signatures collected
   • Last Modified — When the document was last edited
3. Use the filter options to sort by type or status.

Editing a Document

1. Click the pencil icon next to the document.
2. Make your changes in the editor.
3. Click Save.

Important: Editing an active document creates a new version. Previous signatures remain linked to the version that was signed. Visitors who have already signed are not affected.

Deactivating a Document

1. Toggle the document's status from Active to Inactive.
2. Inactive documents are not presented during check-in.
3. Historical signatures and records are preserved.

Deleting a Document

1. Click the trash icon next to the document.
2. Confirm the deletion.
3. The document is permanently removed, but all historical signature records are retained.

Viewing Signed Documents

From the Visitor Record

1. Go to the Visitors page.
2. Click on a visitor's name to open their profile.
3. Scroll to the Documents section.
4. All signed documents are listed with:
   • Document name and version
   • Date and time signed
   • Signature image
5. Click View to see the full signed document.
6. Click Download PDF to save a copy.

From the Documents Dashboard

1. Go to Settings > Documents.
2. Click on a document name.
3. Select the Signatures tab.
4. Browse all signatures collected for that document.
5. Use filters to search by visitor name, date range, or location.

Document Version History

KyberAccess maintains a full version history for each document:

1. Click on a document and select the Versions tab.
2. Each version shows:
   • Version number
   • Date modified
   • Modified by (user name)
   • Change summary
   • Number of signatures collected on this version
3. Click View to see any previous version.
4. Click Restore to revert to a previous version (creates a new version).

Legal Compliance Features

KyberAccess includes features to help you maintain legally valid e-signatures:

• Timestamp — Every signature is timestamped with the exact date and time
• IP Address — The IP address of the signing device is logged
• Document Hash — A SHA-256 hash of the document content at signing time proves the document has not been altered
• Audit Trail — Full audit trail of who signed what, when, and from where
• Certificate of Completion — Automatically generated certificate with all signing details

Troubleshooting

Best Practices

• Keep documents concise — Visitors are more likely to read and sign shorter documents. Aim for one page.
• Use large fonts on kiosks — If visitors sign on a kiosk, ensure the document is readable on the screen size.
• Use variables — Auto-populate visitor information to personalize the document and reduce errors.
• Review documents with legal counsel — Ensure your NDAs and waivers meet local legal requirements before deploying.
• Use One-Time Signing wisely — For documents that change frequently (e.g., safety protocols), require signing every visit.
• Test the signing experience — Go through the check-in flow yourself to ensure the document displays correctly and the signature capture works smoothly.