How to use Simple Sign-off

A guide for new users

Simple Sign-off is a document read acknowledgement system that works with any messaging app — both group chats and individual conversations — helping you meet compliance and audit requirements. You upload a document, add the contacts who need to read it, and share a link with a contact or your group. Each person verifies their identity, reads the document, and confirms they've read and understood it, while you track who's acknowledged and send reminders to those who haven't. Uploaded documents are stored securely in private storage — access is granted only after identity verification, via a temporary link that expires automatically.

Acknowledgement, not a legal signature. This tool records that a recipient has read and acknowledged the document. It is not a legally binding electronic signature and does not constitute legal advice. For legally binding signatures, consult a qualified e-signature provider.

1

Create a new campaign

Click New Campaign in the top-right. Walk through the steps:
  • Details — enter a title, description, and how many days between reminders.
  • Document — upload a file (PDF, image, Word, Excel, PowerPoint or text, max 10 MB) or paste a OneDrive / SharePoint link. For OneDrive links, ensure the share permission is set to "Anyone with the link can view" so recipients can open it without signing in.
  • Contacts — upload a CSV or type names, phone numbers, and/or usernames directly into the table. You can edit, remove, or add individual contacts before launching. Each contact needs a name plus at least one identifier (phone or username) — contacts missing either will be dropped at launch. Review the summary on this step, then click Launch to start your campaign.
2

Share the acknowledgement link & access code

Once launched, open the campaign and go to the Messagestab. What you copy depends on the verification strength you chose when creating the campaign (see the next section for the full breakdown):
  • Standard: A shared 6-digit access code is generated automatically. Copy the group message — it includes the portal link and the code — and paste it into your group chat so everyone uses the same link and code. You can also copy a personalised message from the same tab to reach someone individually by name.
  • High assurance: The group message is hidden. Copy each person's individual message — it carries their own private link and personal access code — and send it to them directly.

Verification strength

Choose how recipients verify their identity when you create a campaign — Standard or High assurance.

Standard

  • One shared 6-digit access code for the whole campaign.
  • A single group link — everyone uses the same portal link.
  • Recipients enter the access code plus their mobile number or username to verify.
  • Best for everyday group acknowledgements where speed matters.

High assurance

  • Each recipient gets their own private link and a personal 6-digit access code.
  • The group message is hidden — you deliver each person's key individually.
  • Recipients enter their mobile number or username plus their personal code to verify.
  • No one can acknowledge on a colleague's behalf — best for compliance-sensitive documents.

Good to know: You pick the verification strength when creating a campaign, and it can't be changed after launch.

3

Track acknowledgements

The dashboard shows live counts of total contacts, acknowledged, and pending. The Contacts tab lists every recipient with their current status and acknowledgement time, so you always know who still needs to act.
4

Send reminders

Recipients who haven't acknowledged within your reminder interval are flagged as Reminders Due. Go to the Reminderstab to generate a reminder message for them, then mark each reminder as sent once you've posted it in your group or chat. Reminders are also flagged automatically by a daily check.
5

Completion

When every contact has acknowledged, the campaign is automatically marked Completed and you'll receive an email summary with the full acknowledgement audit trail. For cases where a campaign should be closed before everyone has acknowledged — for example, a staff member who has left or is no longer required to acknowledge — click Mark Completed on an active campaign. This closes the campaign and sends the same completion summary email. You can then download a PDF report from the app for your records. A weekly progress report is emailed to you for any still-active campaign.

If someone has left

Remove the departed person from the campaign: open the Contacts tab and delete them, so your reports only list people who still need to acknowledge. Anyone left on the campaign shows in your reports as not signed off, and an auditor may question why that person never acknowledged. If they aren't on the campaign at all, there's nothing outstanding to explain.

6

Download the audit log

On any campaign, click Audit PDF to open the audit log, which lists each contact, their status, and acknowledgement timestamp, and download a PDF copy for your records. Use Export CSV to download the same audit data — contacts plus any campaign log notes — as a spreadsheet.
7

Cancel, complete, archive & delete

For active campaigns you can Cancel (stops reminders and reports) or Mark Completed (closes the campaign and emails a summary). Once a campaign is cancelled or completed, you can Archiveit (hides from the main list but keeps the records). To view archived campaigns, click the Archived link in the campaign list, or the Archived campaigns button on the empty dashboard. Archived campaigns can be unarchived anytime. Use Delete to permanently remove a campaign and all its contacts.
8

Edit a live campaign

While a campaign is active, you can edit its title, description, and reminder interval at any time via the Edit button. You can also update an OneDrive / SharePoint link there, but an uploaded document stored in private storage can't be replaced — to use a different file, create a new campaign. Recipients won't need to re-confirm.
9

Plan limits & campaign notes

The free plan lets you run up to 3 campaigns at a time. Upgrade from the Upgrade page to create unlimited campaigns. Each campaign also has an append-only notes log— timestamped entries that are included in the CSV and PDF audit exports for an audit-ready trail of context and decisions.
10

Rostered reminders (per-contact scheduling)

Rostered reminders let you stagger when each person first becomes due for a reminder and at what cadence, all within a single campaign — so colleagues on leave or rostered days off can enjoy their full time off without work interference. Follow-ups land when they're actually back on deck, not mid-holiday.
  • On the Contacts step of the wizard, turn on Roster-style Reminder scheduling to reveal two optional columns: reminder_start (a date in YYYY-MM-DD format, e.g. 2026-09-15) and reminder_interval_days (a positive number of days).
  • The first reminder for each contact is calculated from that contact's reminder_start date, and reminders then recur at that contact's own interval. Leave either field blank to fall back to the campaign default for that person.
  • Only contacts whose own schedule says they are due appear in the Reminders tab and in the reminder email sent to you — so you never have to manually filter who to follow up.
  • The toggle is set at campaign creation and cannot be changed after launch, but you can still edit an individual contact's start date or interval at any time from the Contacts tab to adjust someone's roster as circumstances change.

Tip: Ask recipients to enter their mobile number in digits only (e.g. 0412345678), or their username or handle, so the system can match them to the contact list you added.

Document security & privacy

  • Uploaded documents are stored in private storage — they are not accessible via a public URL.
  • Recipients verify their identity before any document access is granted. In Standard mode they enter the 6-digit campaign access code, then their mobile number or username. In High assurance mode they enter their mobile number or username and personal access code together.
  • After verification, a secure, time-limited access link is generated. This link expires automatically and cannot be shared or reused.
  • If a link expires, the recipient simply re-verifies their identity through the original link to generate a fresh session.

Need help? Contact us at support@simplesignoff.com

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