Using Access Codes to Control Who Opens Documents

What an Access Code Does

An access code is an optional gate on a document. You choose a code when you prepare the file. The signer receives the usual private link by email or text. When they click the link they must enter the code before the document opens. Without the code the pages stay hidden. This keeps the document away from anyone who might see the link by mistake or intercept it.

We added this feature because links travel through email servers and phones. A code gives you one more check that the right person is on the other end.

Situations Where a Code Helps

Landlords often send lease agreements to new tenants. The tenant may share an email address with roommates. A code limits who can read and sign.

Contractors send change orders to clients. The client may forward the message to an assistant. The code makes sure only the named signer reaches the signature fields.

Freelancers send contracts that contain pricing. They want the client alone to see the terms before signing. The code reduces the chance of early leaks.

Small businesses send employment offer letters. The candidate may check email on a shared computer. The code adds protection during the short window before the candidate acts.

How to Add a Code When Sending

Upload the PDF. Add signer names and email addresses or phone numbers. Choose the order if you need signatures in sequence. Look for the access code field and enter a short string of letters or numbers. Send the request. The system records that a code was required.

You can use the same code for every signer or give each signer a different code. The choice is yours at the time you prepare the document.

What the Signer Sees

The signer opens the link from the email or text. A simple box asks for the code. After they enter it the document loads. They review the pages and place their signature. The code is never stored on their device. They do not need an account with Signathing.

If they enter the code wrong they can try again. After a few failed attempts the link stays locked until you send a fresh request.

Combining the Code With Other Controls

You can require signers to act in a set order. The first person must finish before the second receives the link. You can also set view-only recipients who receive a certified delivery receipt but cannot sign. The access code works with both of these options.

Automatic reminders still go out every 48 hours until the signer acts. The code does not change the reminder schedule.

Legal Standing of the Signatures

Electronic signatures carry the same legal weight as ink signatures under the federal E-SIGN Act and state UETA laws. The certified PDF that arrives after everyone signs lists each signer, timestamp, IP address, device, and SHA-256 fingerprint. A verification code appears beside every signature. Anyone can check the code at signathing.com/verify.

For routine agreements this record is usually enough. If the document covers unusual terms or large sums a lawyer should review the final version before you send it.

Keeping Records After Signing

Once the last signature is placed every party receives the certified PDF by email. The file contains the full audit trail. Store the PDF in your usual folder system. No extra steps are required inside Signathing.

Access codes are one tool among several. Use them when the document contains private details or when the signer shares an inbox with others. They take only a moment to set and add a clear check that the intended person reached the file.