Signature Tracking

Track the status of contracts sent for signature so you know when to follow up, when equipment can be dispatched, and who's holding up the process.

Contract Statuses

Status	Meaning
Draft	Contract created but not sent
Sent	Email sent, awaiting action
Viewed	Customer opened the contract
Partially Signed	Some (not all) signatories have signed
Signed	Fully executed contract
Expired	Signing link expired without signature
Declined	Customer declined to sign

Viewing Contract Status

On the Contract

• Open the contract

• Status shows prominently at the top

• Timeline shows all status changes

On the Contracts List

• Go to Contracts

• Status column shows each contract's state

• Filter by status to find awaiting signature

Audit Trail

Every contract maintains a complete audit trail:

• Created — When contract was generated

• Sent — When email was sent, to whom

• Viewed — When recipient opened (IP, device)

• Signed — When signature was captured

Access the audit trail from the contract detail page → "Activity" tab.

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Tip: The audit trail is your evidence if disputes arise about whether and when someone signed.

Audit Trail Details

For each event, CloudRent Pro records:

Field	Description
Timestamp	Exact date and time (with timezone)
Actor	Who performed the action (email address)
IP Address	Network address of the viewer/signer
User Agent	Browser and device information
Action	What happened (viewed, signed, etc.)

Following Up on Unsigned Contracts

Finding Unsigned Contracts

• Go to Contracts

• Filter by status "Sent" or "Viewed"

• Sort by sent date (oldest first)

Following Up

For contracts awaiting signature:

• Open the contract

• Check if viewed — Viewed but not signed may need a nudge

• Click "Resend" for another email

• Or phone the customer directly

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Note: "Sent but not viewed" might indicate an email deliverability issue. Check the email address or try an alternative contact.

Resending Signing Requests

• Open the contract

• Click "Resend"

• Choose:

• Same email — Sends to original address

• Different email — Update recipient address

• Send

The original link continues to work; the new email provides another access point.

Multiple Signatories Tracking

When multiple people need to sign:

• Open the contract

• View signatory list

• See status per person:

• Pending — Not yet sent

• Sent — Email sent

• Viewed — Opened the contract

• Signed — Completed their signature

You can resend to individual signatories who haven't completed.

Downloading Signed Contracts

After signing:

• Open the contract

• Click "Download Signed PDF"

• PDF includes:

• Original contract content

• Signature image

• Signing certificate (timestamp, IP, etc.)

Contract Expiry

If a contract expires without signature:

• Status changes to "Expired"

• Link no longer works

• Options:

• Resend — Creates a new signing link with fresh expiry

• Cancel — If the rental is no longer proceeding

Declined Contracts

If a customer explicitly declines:

• Status shows "Declined"

• Reason captured if they provided one

• You're notified immediately

Follow up to understand the objection and potentially renegotiate terms.

Tips for Signature Tracking

📝 Check Daily

Review unsigned contracts daily, especially for upcoming rentals.

💰 Don't Release Equipment

Never dispatch equipment without a signed contract.

📂 Use the Audit Trail

If customers claim they didn't see something, the audit trail is your evidence.

🎯 Set Expectations

Tell customers upfront that equipment release depends on signed contracts.

⚠️

Warning: "Viewed" status doesn't mean they read everything. Follow up to ensure they understand the terms before signing.