Adding the people who sign or approve

Updated 10 October 2026

The first thing to do in the editor is say who needs to sign. Each person gets their own colour, their own fields and their own private link.

Add a person

  1. In the editor, choose Add a person in the guide strip above the page, or open the person list above the fields on the left and choose Add, edit or reorder people. The panel is called Who needs to sign?
  2. Enter their Name and Email. As you type, people you have sent to before are suggested from your contacts.
  3. Under They will, choose Sign (they fill in their fields and sign) or Approve (they read the document, then approve it or decline with a reason; they have no fields).
  4. Choose Add person. Use Add another person for the next one, then Done.

Each person is given a colour. Their fields on the page use the same colour, so you can see at a glance whose field is whose.

If you need to sign too

Choose I need to sign too. You are added at the top of the list and asked to add your signature straight away. You can then sign your own fields right there in the editor, before you send. Signing your own part explains how.

Approvers

An approver is someone who needs to agree to the document without signing it, such as a manager. They take their turn like everyone else, see the document with nothing to fill in, and choose Approve, or Decline with a reason. Their approval is recorded in the activity trail and on the signed PDF.

Approvers have no fields, so you can’t place fields for them. If you change someone with fields into an approver, you are asked first, because their fields are removed. You can’t approve your own document; add yourself as a signer instead.

Edit, remove or reorder people

  • Edit: choose the pencil next to their name to change their name, email or whether they sign or approve, then Save.
  • Remove: choose the bin next to their name. Their fields are removed too.
  • Reorder: drag the handle next to a person, or focus it and use the up and down arrow keys. The order matters when people sign one after another. If you are signing, you stay at the top.

The order only decides who goes first if you choose One after another on the Review screen. Otherwise everyone is asked at once.

How many people you can add

  • Free trial: up to 2 signers a document.
  • Lite: up to 5 signers a document.
  • Solo and Teams: up to 10 signers a document.

When you reach your limit, Add person is hidden and a link shows which plan allows more. You can also copy people in so they receive the signed copy without signing; that is on the Review screen and doesn’t count as a signer.

Placeholder people in starter documents

Starter documents and some templates come with placeholder people, such as “Party A”. The editor asks you to replace them: use the pencil to add the real name and email. A document can’t be sent while anyone still has a placeholder address.

  • Placing fields on the document

    Put signature, date and other fields on the page, then move, resize, copy, align and undo. Works with a mouse, a keyboard or a touch screen.

  • Signing your own part

    When you need to sign the document too: sign right in the editor before sending, use Complete my fields, or sign later from the document page.

  • Reviewing and sending

    The Review screen explained: message, signing order, deadline, reminders, copying people in, confidential documents, and sending now or at a time you choose.

  • Confidential documents and access codes

    Keep sensitive documents private: send the link and an access code in separate emails, or set your own code and give it to the signer by phone.

Something not working as described here? Email hello@docketsecure.com. Back to the help centre