How Automatic Signature Reminders Work in SignZA

One of the most common frustrations in business is waiting for a signed document. With SignZA, you don't need to chase your signers manually — the system does it for you automatically.

How automatic reminders work

When you send a document with reminders enabled (the default), SignZA schedules three automatic follow-up emails to your signer:

Day 3 — a friendly first nudge
Day 7 — a second reminder if still unsigned
Day 14 — a final reminder before the document approaches expiry

Each reminder email contains the signer's unique signing link and a clear call to action. Reminders stop automatically once the document is signed or voided.

Reminders are on by default. When you reach Step 3 of the Send flow, the "Auto-reminders" toggle is enabled unless you turn it off. You can disable reminders for any individual send if the situation calls for it.

Sending a manual reminder

Sometimes you need to follow up outside the scheduled cadence — before day 3, or after a phone conversation with your client. Here's how:

1Open your dashboard and find the pending document.
2Click the document to open its detail view.
3Click the Send reminder button.
4SignZA sends an immediate reminder email to the signer with their signing link.

💡 Tip: You can send manual reminders as often as needed. There is no rate limit, so you can follow up immediately after a phone call or meeting where the signer confirmed they would sign.

Disabling reminders for a specific document

Some documents — like a quick one-off request to a colleague — don't need automated follow-ups. In Step 3 of the Send flow, toggle Auto-remindersoff before sending. The signer will still receive the initial invite email; they just won't get follow-up reminders.

Best practices for faster signing

Set a short expiry for urgent documents. Use the 7-day expiry option when you need something signed quickly — the deadline creates urgency.
Add a personal message. In Step 2 of the Send flow, add a message to your signer (e.g. "Please sign by Friday — this is needed before we can proceed"). It appears prominently in the invite email.
Use WhatsApp as a backup.After sending, use the WhatsApp share button on the success screen to send the signing link directly to your signer's phone. Many people respond faster to WhatsApp than email.
Check dashboard status.Your dashboard shows each document's status — Pending, Opened, Signed, or Expired. "Opened" means the signer clicked the link but hasn't signed yet — a perfect moment for a manual nudge.

What happens when a document expires?

When a document passes its expiry date without being signed, the signing link is automatically deactivated. The document status changes to Expired in your dashboard. You can void it and send a new one if the signer still needs to sign.

Frequently asked questions

Can I change the reminder schedule?

The day 3, 7, 14 schedule is fixed for all documents. Custom reminder schedules are on our product roadmap.

Does the signer know how many reminders they'll receive?

No. The reminder emails appear as normal follow-up messages from you via SignZA — they do not reference the automated schedule.

Do I get notified when my signer opens the document?

Yes. You receive an email notification when your signer first opens their signing link. Your dashboard also shows "Opened" status for that document.