How to Use Templates to Send Documents 10x Faster

If you send the same type of document repeatedly — a service agreement, NDA, engagement letter, or employment contract — templates will save you significant time. Upload once, place your signature fields once, and reuse the layout forever.

Templates are a Pro feature. Upgrade to Pro (R99/month or R890/year) to create and use unlimited templates across all your documents.

What is a template?

A template stores two things: your PDF file and the exact positions of all signature and initials fields you have placed on it. When you send a document using a template, SignZA copies the file and the field layout directly into the new signing session — so your signer sees exactly the right fields in exactly the right places, without you lifting a finger.

Saving your first template

1From your dashboard, click the Templates tab.
2Click New template and upload your PDF.
3You'll be taken to the field editor — drag signature, initials, and date fields onto the correct pages.
4Click Save as template and give it a descriptive name (e.g. "Service Agreement 2026").
5Your template is now saved and ready to use.

Sending a document from a template

1Click the Send button on your dashboard.
2In Step 1, your saved templates appear as quick-select buttons above the file upload area.
3Click the template you want — the PDF and field layout load automatically.
4Continue to Step 2 and enter your signer's details.
5Send. The signer receives the document with your pre-placed fields ready to sign.

💡 Tip: You can still place new fields on a template-based send if needed — just toggle "Place signature fields first" in Step 3. The existing template fields will be pre-loaded; you can add or move them before sending.

Combining templates with saved contacts

The fastest possible workflow is: template + saved contact. If you've previously sent to a client and saved their details, their name and WhatsApp number auto-fill when you type their email. Combined with a template, you can send a recurring document to a regular client in under 30 seconds.

Managing your templates

From the Templates tab in your dashboard you can rename, preview, or delete any saved template. Each template shows a last used date so you can easily identify which ones are actively in use and which can be retired.

Frequently asked questions

Can I edit a template after saving it?

Yes. Open the template from your Templates tab and click Edit fields. You can reposition, add, or remove fields and save the updated layout. Existing sign sessions already sent are not affected.

How many templates can I create?

Pro plan users can create unlimited templates. Free plan users cannot create templates.

Does a template count as a credit when I send?

Yes — each document sent, whether from a template or a fresh upload, uses one credit from your monthly allowance.

Can I use a template for different signers?

Absolutely. A template is just a reusable PDF + field layout. You enter a new signer's details each time you send — the template itself is not tied to any specific person.