Document Templates & E-Signatures

Document Templates & E-Signatures

KyberAccess includes a powerful document template system that allows you to create reusable, professionally formatted legal documents for visitor signing. Combined with a legally compliant electronic signature capture system, you can streamline NDA, waiver, and agreement workflows without paper, scanners, or manual filing.

This guide dives deep into template management, the e-signature process, and how to maintain compliance.

Understanding Document Templates

A document template is a reusable document layout that can include static text, dynamic variables, branding elements, and signature fields. Templates save time because you create the document once and KyberAccess personalizes it for each visitor automatically.

Built-In Templates

KyberAccess ships with several professionally written templates:

To use a built-in template:

1. Go to Settings > Documents.
2. Click + New Document.
3. Select a document type.
4. Click Choose Template and select one of the built-in options.
5. Customize the content as needed.

Creating Custom Templates

Using the Template Editor

1. Go to Settings > Documents > Templates.
2. Click + New Template.
3. The template editor opens with a blank document.

Editor Features

The template editor provides rich formatting tools:

Text Formatting:

• Headers (H1, H2, H3)
• Bold, italic, underline, strikethrough
• Font size adjustment
• Text color and highlight
• Text alignment (left, center, right, justified)

Structure:

• Numbered and bullet lists
• Tables with customizable borders
• Horizontal rules/dividers
• Page breaks (for multi-page documents)
• Indentation and spacing controls

Media:

• Insert images (company logo, seals, etc.)
• Insert horizontal lines
• Resize and position images

Legal Elements:

• Section numbering with automatic renumbering
• Clause indentation
• Signature blocks
• Date fields
• Initial fields (for paragraph-by-paragraph initialing)

Adding Dynamic Variables

Variables automatically insert visitor-specific and session-specific data:

1. Click the Variables button in the toolbar.
2. Select a variable from the categorized list:

Visitor Variables:

• {{visitor_first_name}} — First name
• {{visitor_last_name}} — Last name
• {{visitor_full_name}} — Full name
• {{visitor_email}} — Email address
• {{visitor_phone}} — Phone number
• {{visitor_company}} — Company name
• {{visitor_id_number}} — ID number from scanned document

Visit Variables:

• {{purpose}} — Purpose of visit
• {{host_name}} — Host employee name
• {{host_department}} — Host's department
• {{host_email}} — Host's email
• {{badge_number}} — Assigned badge number

Organization Variables:

• {{organization_name}} — Your organization's name
• {{organization_address}} — Your organization's address
• {{location_name}} — Specific location/building name

Date/Time Variables:

• {{current_date}} — Today's date (formatted per your locale)
• {{current_time}} — Current time
• {{current_date_time}} — Full date and time
• {{expiry_date}} — Calculated document expiration date

3. The variable is inserted as a blue pill/tag at your cursor position.

Saving the Template

1. Enter a Template Name in the header field.
2. Add a Description explaining when to use this template.
3. Add Tags for easy searching (e.g., "legal", "safety", "contractor").
4. Click Save Template.

E-Signature Configuration

Signature Capture Methods

KyberAccess supports multiple signature capture methods:

1. Drawn Signature

• Visitor draws their signature using a finger (on touchscreen) or stylus
• Captured as a high-resolution PNG image
• Most legally robust method
• Best for: Kiosks, iPads, touch-enabled screens

2. Typed Signature

• Visitor types their name in a signature font
• Multiple font styles available (cursive, script, etc.)
• Faster but less personal
• Best for: Quick check-ins, low-security environments

3. Click-to-Sign

• Visitor clicks an "I Agree" button
• Name and timestamp are recorded as the signature
• Fastest method
• Best for: High-volume environments, simple acknowledgments

Configuring Signature Settings

1. Go to Settings > Documents > Signature Settings.
2. Configure global signature preferences:
   • Default Capture Method — Drawn, Typed, or Click-to-Sign
   • Allow Visitor Choice — Let visitors choose their preferred method
   • Signature Pad Size — Small, Medium, or Large (affects the drawing area on screen)
   • Ink Color — Black, Blue, or visitor's choice
   • Background Color — White or transparent
   • Clear Button — Enable "Clear and Retry" button on the signature pad
3. Click Save.

E-Signature Compliance

KyberAccess e-signatures are designed to comply with major electronic signature regulations:

ESIGN Act (United States)

The Electronic Signatures in Global and National Commerce Act recognizes e-signatures as legally valid. KyberAccess complies by:

• Capturing clear intent to sign (visitor actively draws/types/clicks)
• Recording the signer's identity (name, email, ID scan data)
• Associating the signature with the specific document version
• Providing a copy to the signer (via email)

eIDAS Regulation (European Union)

For organizations operating in the EU, KyberAccess supports:

• Simple Electronic Signatures (SES) — Standard for most visitor documents
• Timestamped signing certificates
• Audit trails meeting eIDAS record-keeping requirements

UETA (Uniform Electronic Transactions Act)

Adopted by 49 US states, UETA requirements are met through:

• Consent to do business electronically (presented during check-in flow)
• Record retention and accessibility
• Document integrity verification (hash comparison)

Certificate of Completion

After a document is signed, KyberAccess automatically generates a Certificate of Completion:

1. Go to a visitor's profile and find the signed document.
2. Click View Certificate.
3. The certificate includes:
   • Document title and version
   • Signer's name, email, and company
   • Date and time of signing (timezone-adjusted)
   • IP address of the signing device
   • Device and browser information
   • SHA-256 document hash
   • Signature image
   • Unique certificate ID
4. Click Download Certificate to save as a PDF.

Tip: Certificates of Completion serve as legal evidence that the document was signed, when, and by whom. Archive them alongside the signed document.

Automatic Email Delivery of Signed Documents

KyberAccess can automatically email a copy of the signed document to the visitor and/or other parties:

1. Go to Settings > Documents > Email Delivery.
2. Configure delivery options:
   • Send to Visitor — Email a PDF copy to the visitor's email address after signing
   • Send to Host — Email a copy to the host employee
   • Send to Custom Email(s) — Add additional recipients (e.g., legal department, compliance team)
   • Include Certificate — Attach the Certificate of Completion
3. Customize the email template:
   • Subject line
   • Body text
   • Sender name
4. Click Save.

Document Storage and Retention

Where Signed Documents Are Stored

Signed documents are stored securely in KyberAccess:

• Encrypted at rest using AES-256 encryption
• Stored in your organization's data region (US, EU, or APAC)
• Accessible from the visitor's profile and the Documents dashboard
• Available via API for integration with document management systems

Retention Settings

1. Go to Settings > Documents > Retention.
2. Configure how long signed documents are kept:
   • Indefinite — Keep forever
   • Custom Period — Set a specific duration (1 year, 3 years, 7 years, etc.)
   • Match Data Retention — Follow the same retention period as visitor records
3. Documents past their retention period are automatically deleted.

Important: Consult with your legal team to determine the appropriate retention period for your documents. Some regulations require specific minimum retention periods.

Bulk Document Operations

Bulk Download

1. Go to Settings > Documents.
2. Click on a document name.
3. Select the Signatures tab.
4. Check the signatures you want to download (or click Select All).
5. Click Bulk Download.
6. A ZIP file containing all selected signed PDFs is prepared and downloaded.

Bulk Export

1. On the Signatures tab, click Export.
2. Choose CSV to get a spreadsheet with:
   • Visitor name, email, company
   • Document name and version
   • Sign date and time
   • IP address
   • Certificate ID

API Integration for Documents

Access signed documents programmatically:

GET /api/v1/visitors/{visitor_id}/documents

Returns a list of signed documents with download URLs.

GET /api/v1/documents/{document_id}/signatures

Returns all signatures for a specific document template.

Troubleshooting

Best Practices

• Keep templates under two pages — Visitors at a lobby kiosk should not need to scroll through a lengthy legal document.
• Use drawn signatures for critical documents — Drawn signatures carry more legal weight than typed or click-to-sign.
• Always send a copy to the visitor — This is both a legal best practice and builds trust.
• Archive certificates with signed documents — Certificates provide the metadata that proves signature validity.
• Version your templates — When updating a document, KyberAccess creates a new version automatically. Never delete old versions.
• Test on the actual signing device — Ensure the signature pad, document layout, and email delivery all work on the device visitors will use.