How to Use Templates with BeeSign

If you send the same type of document over and over — contracts, NDAs, onboarding forms, proposals — you're wasting time recreating it from scratch every time. BeeSign's Templates feature lets you set up a document once, define the roles and form fields, and reuse it with a single click. In this guide, we'll walk you through the entire templates workflow from start to finish.

Step 1: Access the Template Dashboard

After signing in, navigate to the Templates section from your BeeSign dashboard. This is your central hub for managing all reusable document templates. You'll see any templates you've already created, along with the option to build new ones.

The template dashboard gives you a clear overview of all your saved templates, making it easy to find, edit, or use any template at a moment's notice.

Step 2: Create a New Template

Click the "New Template" button to start building a template. You'll be prompted to upload a PDF document — this will serve as the base document for your template. Drag and drop your file or browse to select it, then give your template a descriptive name so you can easily identify it later.

Choose a name that clearly describes the document's purpose — for example, "Client Service Agreement" or "Employee NDA" — so your team can find and use the right template quickly.

Step 3: Add Roles

Unlike sending a one-off document where you add specific recipients, templates use Roles. Roles are placeholders — like "Client", "Vendor", or "HR Manager" — that get filled in with actual recipient details each time you use the template.

Each role is assigned a unique color, just like recipients in the standard signing flow. This makes it easy to visually distinguish which form fields belong to which role when you're placing them on the document. Add as many roles as your document requires.

Step 4: Add Form Fields

Now comes the powerful part. With your roles defined, you'll enter the Template Editor — BeeSign's drag-and-drop workspace where you place form fields on your document. Select a role from the sidebar, then drag signature, date, or text fields onto the document exactly where they need to go.

Here's what you can do in the template editor:

• ✓Drag and drop fields — Select a role, then place signature, date, or text fields anywhere on the document.
• ✓Reposition — Click any field to resize it or drag it to a new location.
• ✓Multiple field types — Add signature fields, date fields, and text fields for any information you need to collect.
• ✓Multi-page support — Navigate between pages and place fields on any page of your document.
• ✓Color-coded roles — Each role's fields are highlighted in their assigned color so you always know which fields belong to which role.

Take your time to position every field accurately. Since this template will be reused many times, getting the layout right now saves you effort on every future document.

Step 5: Save Your Template

Once you're satisfied with the field placement, click "Save Template" to store your template. BeeSign will save the document along with all the roles and field positions. Your template is now ready to be used whenever you need it.

You'll be prompted to name the template then you'll be taken back to the template dashboard where your newly created template appears in the list, ready for action.

Step 6: Use a Template from the Dashboard

When you're ready to send a document based on a template, head to the template dashboard and click "Use Template" on the template you want to send. BeeSign will create a new document using your template's PDF, roles, and field layout — no need to upload or configure anything again.

This is where the magic of templates shines — you go from template to ready-to-send document in just a few clicks.

Step 7: Add Recipients to the Template Form

Now it's time to assign real people to the roles you defined earlier. For each role in your template, enter the recipient's name and email address. For example, if your template has a "Client" role, you'll fill in the actual client's details here.

Once all roles are filled in, give the document a name and review everything. When you're happy, click "Send for Signature" to dispatch the document to all recipients. Each signer will receive an email notification with a secure link to sign.

Step 8: Recipients Receive the Email to Sign

Each recipient receives a professional email from BeeSign containing a secure signing link. They don't need a BeeSign account — they simply click the link and are taken directly to the document.

The email clearly identifies the document and the sender, so recipients know exactly what they're being asked to sign. It's simple, professional, and trustworthy.

Step 9: The Signing Experience

When the recipient clicks the signing link, they first see a consent disclosure explaining the legal implications of electronic signatures. After accepting, they enter a clean, focused signing experience where BeeSign highlights the fields that need their attention.

Signers can draw their signature or type it. The process is fast, mobile-friendly, and works on any device — desktop, tablet, or phone.

The signer fills in all required fields — signature, date, text — and then confirms. BeeSign captures their electronic disclosure acceptance, IP address, and timestamp for full legal compliance.

Step 10: Document Completed

Once all recipients have signed, the document status changes to "Completed". You'll receive a notification, and the finished document — with all signatures embedded — is available in your dashboard. You can download the signed PDF at any time or keep it stored securely in BeeSign's cloud.

And the best part? Your template is still there, ready to be used again for the next recipient. No re-uploading, no re-configuring — just click "Use" and go.

Recap: The Full Templates Workflow

Let's recap the entire templates process at a glance:

• 1Access the Template Dashboard — navigate to the Templates section from your dashboard.
• 2Create a new template — upload a PDF and give it a descriptive name.
• 3Add roles — define placeholder roles like "Client" or "Vendor" instead of specific people.
• 4Add form fields — drag and drop signature, date, and text fields onto the document for each role.
• 5Save the template — store it for unlimited future use.
• 6Use the template — click "Use Template" from the dashboard to create a new document from it.
• 7Add recipients — assign real people to each role and send the document.
• 8Recipients sign — they receive an email, click the link, and sign from any device.
• 9Document completed — download the signed PDF and reuse your template for the next one.

Templates are a game-changer for anyone who sends the same type of document repeatedly. Whether it's client contracts, employee onboarding forms, or vendor agreements, you set it up once and save hours on every future send. Ready to try it? Sign up for free and create your first template today.