Getting Started Guide

Welcome to Videosign!

Our platform provides a secure, remote contract signing experience with video witnessing and a complete audit trail.

This guide will help you get started with Videosign and navigate key features.

Need help? Visit our Help Center!

Are you using Videosign with intelliflo or Xplan? Ensure you follow the relevant guide for your integration:

• Using Videosign with intelliflo

• Using Videosign with Xplan

1. Setting up your account

Web Browsers and Devices

For more information on which web browsers and devices are compatible with Videosign, please refer to the guide below.

Activating your Account

Before you can log in to Videosign, you will need to activate your account by following the link in the welcome email.

Follow the guide below to activate your account and get started with Videosign.

Please Note: If you do not receive the welcome email, please check your junk/spam folder before contacting us.

Logging in

1. Go to https://client.videosign.co.uk/

2. Enter your credentials and log in.

If you've forgotten your password, click on 'Forgot password?' and enter your email address. You will be sent an email containing a password reset link.

Navigating the Dashboard

When you log in to Videosign, you'll be greeted with the dashboard, which provides quick access to key features.

Main Dashboard Elements:

• New Meeting – Start a new video signing session.

• Directsign – Create a single user session for signing and witnessing.

• New Template – Set up a reusable contract template for faster document creation.

• Next Meeting – View your upcoming meeting, including details and a "Join" button for easy access.

• Total Meetings – See the number of meetings you've hosted and access the Meeting Manager.

• Total Templates – View and manage stored contract templates via the Template Manager.

• Notifications – Updates about your upcoming meetings.

• Most Frequent Participants – See the most frequent participants in your meetings.

• Help & Support - Access user guides, Support desk, and FAQ's.

Left-Side Navigation Menu:

• Dashboard

• My Meetings

• Users

Top-Right Profile Section:

• Edit Profile - Change your Name and Surname

• Logout

2. Schedule a Meeting

There are two types of meeting that can be scheduled with Videosign.

Regular Meeting:

A Regular Meeting allows you to host a live meeting between you and another participant (up to 10 participants can be invited).

All participants in a regular meeting can sign the document(s).

To schedule a regular meeting, please follow the relevant guide:

Directsign:

Directsign allows you to send a document to a single participant to sign. They will receive an email with a link to join a Videosign meeting room and sign the document(s).

To schedule a single meeting, please follow the relevant guide:

2FA for Meeting Participants

When 2FA is enabled, meeting participants must enter a one-time code sent to their mobile number before they can join the meeting. This added layer of security ensures only authorised clients can access the meeting.

Please Note: This feature is NOT available on a Free Trial. If you'd like to use this feature please contact us.

3. Join a Meeting

Once you've scheduled your first meeting, it's time to join it!

To join a meeting, please follow the guide:

4. Upload a Document

You can upload documents when you schedule the meeting, or when you're in the meeting room.

Documents can be categorised as:

• To be signed; or

• Read only

All documents must be in PDF format to be uploaded to a meeting room. They must be no larger than 5MB in size. Multiple documents can be uploaded at the same time.

To upload a document in a meeting, please follow the guide:

5. Recording a Meeting

Manual Recording

You can start/stop recording a Videosign meeting at any point. You can record the entire duration of the meeting if you like.

To learn how to start/stop a recording, please follow the guide:

Automatic Signature Recording

An automatic recording will start as soon as a user begins signing a document, and will stop when the 'Save changes' button is clicked. You will be notified on the screen when the recording starts.

If you have started recording the meeting before signing process begins, that recording will automatically stop and save when a signature takes place (as the automatic recording of the signature then begins). Once you click 'Save Changes' after signing, the automatic recording will stop. You then need to manually start recording again.

Download a Recording

Once a recording has been saved, it can be downloaded as a mp4 file from the meeting room.

To download a recording, please follow the guide:

Transcriptions

6. Control in a Meeting

Having 'Control' within a Videosign meeting allows users to perform actions, such as signing a document, starting a recording, uploading documents etc.

The Host of the meeting can give and take back Control at any time they like. Only one participant can have control at any one time.

The user who joins the meeting first will have Control by default.

To learn more about giving and taking control in a meeting, please follow the guide below:

7. Adding a Signature Tag in a Meeting

Signature tags highlight areas of the document where users are required to sign.

A signature tag's size and position is determined when the signature tag is added by the meeting host and cannot be adjusted by the signee.

This can help speed up the signing process during a meeting, especially if the document requires signatures in multiple different areas.

To add a signature tag when in a meeting, please follow the guide below:

Please Note: Signature tags can also be added to your templates via the Template Manager and Contract Creator. To learn more about the Contract Creator please visit the page linked below.

8. Sign a Document

Ways to Sign

A signature can be added manually to a document by the signee, or a 'signature tag' can be signed.

Manual signatures need to be resized and positioned on the document in the correct place by the signee.

A signature tag's size and position is determined when the signature tag is added by the meeting host and cannot be adjusted by the signee.

Signing Methods

There are 3 signing methods on Videosign:

• "Draw your signature" - You can draw your signature directly onto the screen using a mouse, trackpad or your finger (touch-screen devices).

• "Type your name" - This will be a typed signature in a handwriting font.

• "Upload your signature" - Upload a pre-captured image of your signature.

The guide below will show you how to sign a document:

9. Finalise a Document

Save & Finalise

Once a document has been signed by all parties, it needs to be saved and finalised by the meeting host. This process will create the Certificate of Authenticity and Audit Log of the meeting and signatures.

To finalise a document, please follow the guide below:

Download a Finalised Document

There are two ways to download a finalised document on Videosign:

1. From the Meeting Manager

2. From the Meeting Room

The download will be in PDF format and will include the signed document, signee details, record tracking, certificate of authenticity and signee events.

To download a finalised document, please follow the guide below:

Next Steps

Congratulations! You should now be able to schedule and join meetings, as well as sign and finalise your documents with ease.

What’s next?

Continue to enjoy secure, seamless remote signing and meetings - and take your workflow even further with Videosign’s powerful tools.

• Ready to explore the Videosign Contract Creator (VSCC)? Effortlessly generate professional, compliant contracts in minutes.

• Need extra support? Visit our Help Centre and reach out to our team—we’re here to help!

Happy signing!