How to send documents to multiple signers using the same email address?

In some situations, multiple recipients such as family members, spouses, or business partners may share the same email address. BoldSign allows you to send documents to multiple signers using a shared email address while ensuring that each signer can complete their assigned fields.

Depending on your requirements, you can:

• Use Signing Order when signers must complete the document sequentially.
• Add multiple signers without Signing Order when signers can complete their assigned fields independently.

Option 1: Use Signing Order

If recipients need to sign the document one after another, enable Signing Order. This allows multiple signers to share the same email address while receiving signing requests in the configured sequence.

• Click Create New and select the Create New Document option.
• On the Prepare document page, upload the document that needs to be signed by the recipients.
• Enable the Signing Order toggle in the Add Recipients section to specify the order of signers and avoid the error message that appears when the same email address is used for multiple recipients.
• Add each recipient with their respective names and the same email address.

• You can arrange the signing order for the recipients as required.
• Fill in all other required fields and click Next.
• On the Configure fields page, select signers from the recipient’s dropdown and then assign their required form fields to the document.

• Click the Send button to send the document for signature.

The signing request is sent to the shared email address with the name of the first signer. Once the first signer completes their action, BoldSign automatically sends a new signing request to the same email address for the next signer in the sequence. This process continues until all signers have completed their actions.

Option 2: Add multiple signers without Signing Order

If signers do not need to follow a specific sequence, you can add multiple recipients using the same email address without enabling Signing Order.

• From the Prepare document page, upload the document that needs to be signed by the recipients.
• Enter the signer’s details using the common email address used by many signers.
• Fill in all other required fields and click Next.

• On the Configure Field page, assign the fields that need to be completed by the signers in designated places.
• Click the Send button to send the document for signature.

• The document is sent successfully, and a signature request email is delivered to the shared email address used by the signers.
• Open the document received via email using the signing link or from the My Documents page.

• Read and agree to the terms and conditions displayed at the bottom, then click Continue to proceed.
• Click the Start Signing option in the top-right corner to begin signing the document and fill in the required fields in your section.

• After completing your section, click the More Actions button in the top-right corner and select Save from the dropdown menu.
• A pop-up message saying “You have successfully saved the document” will appear at the top of the page.

• Share the signing link with the next signer using your preferred messaging app. The next signer will open the document, fill in their section, and complete the signing process.
• If more than two signers are involved, the second signer will save their changes and forward the signing link to the next signer. This process will continue until all signers have completed their sections and the signing process is finished.

Creating separate contact records using email aliases

• If you want to maintain separate contact records for individuals who share the same mailbox, consider using email aliases (if supported by your email provider).

• Although emails are typically delivered to the same mailbox, BoldSign treats these aliases as unique email addresses, allowing you to create separate contact records for each signer.

• Many email providers support aliasing through the plus (+) addressing format, including Gmail, Google Workspace, Microsoft 365 Outlook, Outlook.com, Fastmail, and Proton Mail. Emails sent to these aliases are typically delivered to the same mailbox while appearing as distinct email addresses.