Legal Documents allow you to request visitors to electronically sign documents such as NDAs, safety agreements, or company policies before or during their visit.
You can create as many legal documents as needed, personalize them using visitor information, and assign them to your buildings.
Once a Legal Document is associated with a building, visitors registered for that building receive the document by email when their invitation is sent. If they haven't signed it before checking in, they can review and sign it directly from the visitor kiosk.
After signing, the visitor receives a copy of the signed document by email in PDF format.
Create a Legal Document
Go to the Admin dashboard.
Go to Space settings > Visitors > Legal Documents.
Click + New Document.
Enter a Document name.
Click Upload PDF file and select the PDF you want visitors to review and sign.
Click Save legal document.
Important: Your PDF must contain the visitor_signature variable. This variable determines where the visitor's signature information will be added to the signed document.
Personalise your document with variables
You can add variables to your PDF to automatically personalize the document with information about the visitor and their visit.
The following variables are available:
visitor_namevisitor_emailvisitor_companyvisit_purposevisit_datevisitor_signature— required
When the document is sent to a visitor, the variables are automatically replaced with the corresponding information.
The visitor_signature variable is replaced with the visitor's name and signature date.
Note: Variables need to be added directly to the PDF before uploading it to Comeen. You can prepare your PDF using a PDF or document editor such as Adobe Acrobat, LibreOffice, or Google Workspace.
Once saved, the Legal Document is available and can be assigned to a building.
Assign a Legal Document to a Building
To require visitors of a specific building to sign a Legal Document:
Go to the Admin dashboard.
Open Buildings.
Select the building you want to configure.
Open the three-dot menu and click Edit.
Scroll to the Legal Document section.
Enable Request approval and signature.
Select the Legal Document you want visitors to sign.
Click Save.
The Legal Document is now required for visitors registered in this building.
What happens for the visitor?
When a Legal Document is enabled for a building:
The visitor receives the Legal Document by email with their visit invitation.
They can review and sign the document before arriving.
If the document hasn't been signed before check-in, an additional step appears on the visitor kiosk.
The visitor can review and sign the document directly from the kiosk.
Once signed, the visitor receives a copy of the signed document by email in PDF format.
Edit a Legal Document
To update an existing document:
Go to Space settings > Visitors > Legal Documents.
Click the edit icon next to the document.
Update the document name if needed.
To update the document itself, upload a new PDF file.
Save your changes.
When you upload a new PDF, the previous version is kept. A new version of the Legal Document is created instead of replacing its existing history.
View a Legal Document's version history
Comeen keeps the previous versions of a Legal Document when a new PDF is uploaded.
To access them:
Go to the Legal Documents list.
Click the history icon next to the document.
The history page displays all versions created for that document.
Click the download button next to a version to download it as a PDF.
Archive a Legal Document
Archive a document when you no longer want to use it but want to keep it in Comeen.
Go to the Legal Documents list.
Click the archive icon next to the document.
Click Archive in the confirmation window.
Important: Once a Legal Document has been archived, it cannot be unarchived.
Delete a Legal Document
Deleting a Legal Document permanently removes it from Comeen.
Go to the Legal Documents list.
Click the delete icon next to the document.
Click Delete in the confirmation window.
A confirmation message appears once the document has been deleted.
Important: Unlike archiving, deleting a Legal Document is permanent. The document can no longer be viewed or retrieved, and this action cannot be undone.
View a visitor's Legal Document status
You can check whether a visitor has signed the Legal Document assigned to their visit.
Go to the Admin dashboard.
Open the Visitors tab.
Find the visitor you want to check.
Click the visitor to open their details, you can view here the status of the Legal Document associated with their visit in the legal document section.
Depending on the visitor's progress, the document can be displayed as:
Pending : the visitor has not signed the document yet.
Accepted: the visitor has signed the document.
When the status is Accepted, you can view the name of the signed document and click it to download the PDF.
