Collecting Electronic Signatures from Clients #

Last Updated: October 30, 2025
Category: Contracts & Legal
Difficulty: Beginner
Estimated Time: 10 minutes

Summary #

Electronic signatures in BookLive are legally binding and create enforceable contracts between you and your clients. The signing process requires you (the group leader) to sign first, then send the contract to your client for their signature. This guide explains how electronic signatures work, walks you through the signing process for both parties, and covers what happens after signatures are complete.

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How Electronic Signatures Work in BookLive #

Legal Validity #

Electronic signatures in BookLive are legally binding under the E-SIGN Act (2000) and UETA (Uniform Electronic Transactions Act).

What Makes Them Legal:

1. Intent to Sign

• Both parties deliberately sign
• Clear action required (drawing signature)
• Not accidental

2. Consent to Electronic Process

• Both parties agree to use electronic signatures
• By using BookLive, consent is implicit

3. Association with Record

• Signature linked to specific contract
• Cannot be separated
• Tamper-evident

4. Record Retention

• Signatures stored permanently
• Timestamps recorded
• IP addresses captured

Legal Standing:

• Same as paper signatures
• Enforceable in court
• Industry standard

What’s Recorded:

User Signature:

Signature image (base64)
Signed timestamp
IP address

Client Signature:

Signature image (base64)
Signed timestamp
IP address

The Two-Step Process #

Step 1: You Sign First

• Leader/group member signs
• Contract is “your offer” to client
• Shows you’re committed

Step 2: Client Signs Second

• Client reviews terms
• Client signs to accept
• Contract becomes binding

Why This Order:

• You’re offering the contract
• Client is accepting your terms
• Professional standard
• Legal clarity

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Step-by-Step: Leader Signing Process #

Prerequisites #

Before you can sign:

• ✅ Contract must be created
• ✅ Contract must have all details filled in
• ✅ You must review contract for accuracy
• ✅ You must have authority to bind the group

Signing Your Contract #

Step 1: Navigate to Contract

1. Go to Dashboard or Performances
2. Find the performance
3. Click to open Performance Details
4. Go to Contracts section/tab
5. Click on the contract

Step 2: Review Contract

Before signing, carefully review:

• ✅ Client name and contact info correct
• ✅ Performance date and venue accurate
• ✅ Pricing correct (total, deposit, balance due)
• ✅ Payment terms clear
• ✅ Services/offerings listed correctly
• ✅ Terms and conditions appropriate
• ✅ Expiration date set (if using)

If anything wrong: Edit contract before signing

Step 3: Click “Sign Contract”

Look for button:

• “Sign Contract”
• “Add Your Signature”
• “Group Leader Signature”

Step 4: Draw Your Signature

Signature panel appears:

On desktop:

• Use mouse to draw signature
• Write your name in cursive
• Or type name if typing option available

On tablet/mobile:

• Use finger or stylus
• Draw signature naturally
• Larger screen = easier

Tips for good signatures:

• Write clearly but naturally
• Don’t worry about perfection
• Consistent with other signatures
• Legible enough to recognize

If you mess up:

• Click “Clear” to start over
• Draw again
• As many attempts as needed

Step 5: Confirm Signature

After drawing:

• Review your signature
• Click “Save” or “Confirm” or “Sign”
• System records:
• Your signature image
• Current timestamp
• Your IP address

Step 6: Choose Next Action

After you sign, you’ll see options:

Option A: Send to Client Now

• Checkbox or button: “Send to Client”
• Select this to email client immediately
• Most common choice

Option B: Save Without Sending

• Just save your signature
• Send to client later
• Good if you need to:
• Wait for better timing
• Discuss with client first
• Hold for any reason

Step 7: Contract Signed by You ✅

Status now:

• User signed: ✅ Yes
• Client signed: ⏳ Not yet
• Status: Awaiting client signature
• You can now send anytime

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Sending Contract to Client #

Two Ways to Send #

#### Method 1: Send Immediately After Signing

When signing:

• Check “Send to Client” option
• Or click “Sign and Send” button
• Contract sent automatically

What happens:

• Email sent to client instantly
• You receive copy/confirmation
• Contract marked as “sent”
• Timestamp recorded

#### Method 2: Send Later

After you’ve already signed:

1. Open contract
2. Look for “Send to Client” button
3. Click button
4. Confirm if prompted
5. Email sent

Good for:

• Waiting for right timing
• Need to coordinate with client
• Want to call them first

What Gets Sent #

Email to Client:

Subject: Contract from [Your Group Name]

From: info@booklive.com (but appears from your group)

Reply-To: [your-group]@groups.booklive.com

Body:

Hi [Client Name],

[Group Name] has sent you a contract to review and sign
for your [Event] on [Performance Date].
Please review the contract and provide your electronic
signature to finalize the booking.
[View Contract Button]
If you have any questions, please reply to this email
or contact [Group Name] directly.
Thank you!
BookLive

What Client Can Do:

• Click button/link to view contract
• Review all terms
• Sign electronically
• Download PDF (if enabled)

Client’s Contract Link #

URL Format:

https://booklive.com/contracts/{unique-uuid}

Security:

• Unique link per contract
• Cannot guess other contracts
• Public but not discoverable
• No login required for client

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What the Client Sees #

Client Experience #

Step 1: Receive Email

Client gets email with:

• Your group name
• Event details summary
• “View Contract” button
• Professional BookLive branding

Step 2: Click Link

Opens contract page showing:

Header:

• Your group name and photo
• Event date
• Venue/location
• Contract status

Contract Body:

• Full contract text
• All terms and conditions
• Payment details
• Your signature (already signed)

Signature Section:

• “Sign Here” area
• Instructions
• Signature pad

Footer:

• BookLive branding
• Contact information
• Legal disclaimers

Mobile-Friendly #

Contract view works on:

• Desktop computers
• Tablets
• Mobile phones
• All modern browsers

Signature capture:

• Touch screen: Use finger
• Desktop: Use mouse
• Works on all devices

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Step-by-Step: Client Signing Process #

What Client Does #

Step 1: Review Contract

Client reads through:

• Performance details
• Payment terms
• Services provided
• Cancellation policy
• All terms and conditions

Step 2: Scroll to Bottom

• Read everything
• Find signature section
• See your signature already there

Step 3: Draw Signature

“Client Signature” panel:

• Similar to your experience
• Draw signature with mouse/finger
• Can clear and redraw
• Confirm when satisfied

Step 4: Submit Signature

• Click “Sign Contract” or “Submit”
• Confirms they agree to terms
• Signature recorded with:
• Signature image
• Timestamp
• Client’s IP address

Step 5: Confirmation

After signing:

• “Thank you!” confirmation message
• Contract now fully executed
• Both signatures shown
• May show next steps (payment, etc.)

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After Both Parties Sign #

Automatic Actions #

When client signs, BookLive automatically:

1. Notify You 📧

• Email notification sent
• “Client signed your contract!”
• Link to view fully executed contract

2. Update Performance 📅

• Status changed to “Booked”
• Status color: Green
• booked_at timestamp set

3. Update Client Record 👤

• Client stage moved to “Booked” (Stage 4)
• Activity logged: “Contract signed”
• History updated

4. Create Platform Activity 🔔

• Public activity feed entry
• “A client just signed [Group Name]’s contract”
• Visible to group members

5. Generate Performance Tasks ✅

• Post-booking checklist created
• Reminders set up
• Follow-up tasks added

6. Calculate Commission 💰

• If applicable for your group
• Commission tracking updated
• Financial records processed

7. Enable Payment Collection 💳

• Deposit payment can be collected
• Invoice can be sent
• Client can pay via Stripe

What You See #

Contract Status:

User Signed: ✅ [Your Name] on [Date/Time]
Client Signed: ✅ [Client Name] on [Date/Time]
Status: Fully Executed

Performance Status:

Status: Booked ✅
Status Color: Green
Booked At: [Date/Time]

Client Status:

Stage: Booked (Stage 4)
Latest Activity: Contract signed

What Client Sees #

Confirmation page:

• “Contract successfully signed!”
• Both signatures displayed
• Copy of contract available
• Next steps (if configured)

Email confirmation:

• “Thank you for signing”
• Contract details
• What happens next
• Group contact info

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Sending Reminders (Manual) #

When to Remind #

Situations:

• Sent contract 3-5 days ago, no signature
• Client said they’d sign “tomorrow” but hasn’t
• Expiration approaching (besides automatic reminder)
• Personal follow-up desired

How to Send Manual Reminder #

Option 1: Via BookLive

• Open contract
• Click “Send to Client” again
• Sends fresh email with link
• Simple and tracked

Option 2: Personal Email

Hi [Client],

Just following up on the contract I sent for your [Event]
on [Date]. Have you had a chance to review it?
Here's the link again: [paste contract link]
Let me know if you have any questions! Happy to discuss
any of the terms.
Best,
[Your Name]

Option 3: Phone Call

• Most personal approach
• Address concerns immediately
• Can explain terms
• Walk through signing if needed

Frequency:

• Day 3: Gentle reminder
• Day 5-7: Second reminder
• Day 10-12: Final reminder or extend expiration
• Don’t spam – respect their time

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Tracking Signatures #

Contract Status Indicators #

Status 1: Draft

User Signed: ❌ No
Client Signed: ❌ No
Status: Draft

• Just created
• You haven’t signed yet
• Client can’t see it

Status 2: Awaiting Client Signature

User Signed: ✅ Yes ([Date])
Client Signed: ❌ No
Status: Sent to Client

• You signed
• Sent to client
• Waiting for their signature

Status 3: Fully Executed

User Signed: ✅ Yes ([Date])
Client Signed: ✅ Yes ([Date])
Status: Complete

• Both parties signed
• Legally binding
• Booking confirmed

Status 4: Expired

User Signed: ✅ Yes ([Date])
Client Signed: ❌ No
Expired: [Date]
Status: Expired

• Client didn’t sign in time
• Contract no longer valid
• Need to extend or recreate

Viewing Signature Details #

Click on contract to see:

• When you signed (date/time)
• Your IP address
• When sent to client
• When client signed (if signed)
• Client’s IP address
• Full timeline

Legal proof:

• All details stored permanently
• Audit trail complete
• Admissible as evidence

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Best Practices #

Before Signing #

✅ DO:

Review thoroughly

• Read entire contract
• Check all details
• Verify pricing
• Confirm dates/venues

Have someone else review

• Second pair of eyes
• Catch errors
• Especially for high-value contracts

Test the signature pad

• Try your signature once
• Clear and try again
• Get comfortable with tool

❌ DON’T:

Rush through

• Take time to review
• Mistakes are hard to fix after signatures
• Slow down

Sign before contract is ready

• Finish all edits first
• Then sign
• Can’t easily edit after sending

Let others sign for you

• Sign with your own signature
• Personal liability
• Legal implications

Sending to Client #

✅ DO:

Send with context

Hi [Client],

Great speaking with you! I've sent over the contract
for your [Event] on [Date]. Please review and sign
at your convenience.
Let me know if you have any questions - happy to
discuss any details.
Thanks!
[Your Name]

Check email is correct

• Verify client email first
• Test send if unsure
• Avoid bounces

Follow up appropriately

• Wait 2-3 days
• Then gentle reminder
• Be patient but persistent

❌ DON’T:

Send without heads up

• Call or email first
• “I’m sending the contract now”
• Set expectations

Forget to mention expiration

• If you set expiration, tell them
• “Please sign by [Date]”
• No surprises

Spam with reminders

• Max 2-3 reminders
• Space them out
• Respect their time

After Signing #

✅ DO:

Respond to client signature

Thank you for signing! I'm excited about your [Event]
on [Date]. I'll be in touch as we get closer with
final details.

Next steps:

Deposit payment: [Link or instructions]
Save the date: [Calendar invite]
Questions? Just reply to this email!

Best,
[Your Name]

Collect deposit promptly

• Send payment request
• Include link/instructions
• Follow up if not paid

Send calendar invite

• Help client remember date
• Professional touch
• Includes all details

❌ DON’T:

Go silent

• Acknowledge their signature
• Confirm next steps
• Maintain communication

Forget about deposit

• Contract signed ≠ payment collected
• Follow through on payments
• Track deposit status

Miss filing contract

• Store fully executed contract
• Easy to reference later
• Needed for disputes

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Troubleshooting #

“Cannot send – client email missing” #

Problem: Client record has no email

Solution:
1. Go to client profile
2. Add email address
3. Save client
4. Try sending again

“Cannot send – contract not signed” #

Problem: You haven’t signed yet

Solution:
1. Sign the contract first (your signature)
2. Then send to client
3. Client can’t sign until you do

Client: “Link doesn’t work” #

Possible causes:

1. Link broken in email

• Email client mangled URL
• Forward them direct link
• Or resend contract

2. Expired

• Contract passed expiration
• Extend expiration
• Send new link

3. Already signed

• Check if already completed
• Might be viewing old email
• Show them completed contract

Client: “Can’t draw signature on phone” #

Solutions:

1. Use finger not stylus

• Sometimes styluses don’t work
• Finger on touchscreen works best

2. Try different browser

• Chrome, Safari, Firefox
• One usually works better

3. Use desktop instead

• If phone not working
• Try computer with mouse
• Tablet with stylus

4. Have them type instead

• If drawing broken
• Type full name
• Accept as signature

“Sent contract but client can’t find it” #

Check:

1. Spam/junk folder

• Most common issue
• Check spam first
• Whitelist booklive.com

2. Wrong email address

• Verify email in client record
• Common typos
• Update and resend

3. Email not sent

• Check “sent_at” timestamp
• May have failed silently
• Resend manually

Solution:

• Copy contract URL directly
• Text or email URL
• Bypass email system

Want to change contract after signing #

Options:

Before client signs:
1. Create addendum document
2. Or delete and recreate contract
3. Or edit if minor changes

After both sign:
1. Create contract addendum
2. Both parties sign addendum
3. Addendum modifies original
4. Don’t edit original

Signed wrong contract #

Before sending:

• Delete contract
• Create correct one
• Sign and send new one

After sending but client hasn’t signed:

• Email client: “Please disregard previous contract”
• Delete old contract
• Create and send correct one

After both signed:

• Cannot undo signatures
• Must create addendum
• Or new contract with refund/adjustment

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Understanding Contract vs Agreement vs Proposal #

Common Confusion:

Proposal:

• Sales presentation
• Multiple package options
• Client chooses one
• Not legally binding until accepted

Contract:

• Legal agreement
• Specific terms
• Both parties sign
• Legally binding when executed

Agreement:

• General term
• Could mean proposal OR contract
• Context dependent
• Often used interchangeably with contract

Relationship:

Proposal → Client Accepts Package → Contract Generated → Both Sign → Binding Agreement

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Legal Considerations #

When Contract Becomes Binding #

Contract is binding when:

• ✅ Both parties have signed
• ✅ Intent to create legal relation exists
• ✅ Consideration exchanged (payment for services)
• ✅ Legal capacity (both parties competent)
• ✅ Legal purpose (performance of music)

Contract is NOT binding if:

• ❌ Only one party signed
• ❌ Contract expired unsigned
• ❌ Signature under duress
• ❌ Illegal purpose

Enforceability #

Electronic signatures are:

• Legally equivalent to ink signatures
• Admissible as evidence
• Binding in all 50 US states
• Recognized internationally

If dispute occurs:

• BookLive provides all records
• Timestamps prove sequence
• IP addresses show locations
• Signature images stored
• Admissible in court

Recommended Legal Review #

Have attorney review if:

• High-value contracts ($5,000+)
• Complex terms
• Multi-party agreements
• International clients
• Unusual circumstances

Attorney can:

• Review your contract template
• Suggest additional clauses
• Ensure local compliance
• Protect your interests

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Related Articles #

Contract Management:

• 📝 Creating Your First Contract in BookLive
• ⏰ Setting Contract Expiration Dates and Email Reminders
• 📊 Tracking Contract Status
• 📋 Managing Contract Addendums

Legal:

• 🔒 Understanding Contract Security and Legal Validity
• ⚖️ Contract Disputes and Resolution
• 📄 Downloading and Storing Executed Contracts

Financial:

• 💰 Collecting Deposit Payments After Contract Signing
• 💳 Processing Client Payments via Stripe
• 📨 Sending Invoices for Balance Due

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Need Help? #

If you have questions or run into issues:

• 📧 Email: support@booklive.com
• 📞 Phone: 414-253-2504 (Mon-Fri, 9 AM – 5 PM MST)
• 💬 Live Chat: Click the chat icon in the bottom right of your dashboard