---
title: "How Do I Set Up Digital Signatures?"
url: "https://help.timly.com/en/article/how-do-i-set-up-digital-signatures"
language: "en"
last_updated: "2026-09-14T13:21:21.416Z"
---

# How Do I Set Up Digital Signatures?

### **💡 What You Need to Know**

In Timly, digital signatures validate and record actions performed on items. Each confirmation, whether carried out remotely or directly on-site, is automatically logged in the platform, ensuring complete traceability.  
**📘 This guide introduces the essentials of setting up and using digital signatures in Timly.**  
  
 

Types of Digital Signatures

\- **Email Signature** -  
The email signature allows you to **digitally confirm an action related to items**. The recipient receives an email listing the items to confirm and can do so directly from their email address — no Timly account needed. It is an electronic confirmation, similar to DocuSign.  
Available for: Inventory module  
  
  
\- **On-Site Signature** -  
The on-site signature allows you to **confirm actions, directly on site** using a smartphone, tablet, or computer connected to Timly. It formalizes task execution on-site and provides reliable control over interventions.  
Available for: Inventory module, stocktaking, ticketing system  
  
 

### **⚙️ The Steps**

### \-  **Digital Signature for the Inventory Module** \-  
 

\-  **Configure Signatures** \-  
 

![](https://cdn-assets.productfruits.com/5bc67857-fafe-40c7-9c3b-f19d00221036)

The first step is to **configure your signature settings.**

-   Go to "**Settings**", then "**Inventory module**"
-   Scroll down to "**Signatures**" section
-   Define the settings that suit your needs  
     

💡 The toggle "**Allow signatures for containers**" enables signatures for [**places**](https://help.timly.com/en/article/timly-glossary#%F0%9F%93%96-place) (e.g., construction sites). Activating this allows a site manager to validate assignments, returns, or other actions for that place.

\- **Define Signature Templates** \-

**To generate signatures, you must first define your signature templates**, which can be used for both email signatures and on-site signatures.

💡 The signature template corresponds to the text displayed at the time of signing, and it will be included in the generated PDF.

  
Examples of signature templates:  
\- Item assignment  
\- Item loan  
\- Delivery reception  
\- Maintenance performed  
\- etc.

![](https://cdn-assets.productfruits.com/afd56f62-4879-49e5-9fda-f37f772fbc1c)

-   Go to "**Settings**", then "**Inventory module**"
-   Scroll down to "**Signature templates**" section
-   A predefined signature template is provided by Timly. You can then manage your own templates by creating, editing, or deleting them as needed.  
     

![](https://cdn-assets.productfruits.com/349191bd-4020-47cf-9314-6c5a3920d6a7)

-   When creating or editing a signature template, you can precisely configure the content (text, columns, files) that will be displayed during a signature.

  
 

\- **Method 1: Create a Signature from a Person’s Profile** \-   
  
![](https://cdn-assets.productfruits.com/74f16c24-f330-4fe3-9a01-68548c331e3d)  
The most complete method is to request a signature from a person’s profile.

-   Go to "**Resources**", then go to the person’s profile
-   Go to "**Receipt**", then "**Create a signature**"

![](https://cdn-assets.productfruits.com/d90b9101-9104-440f-a92a-d9bdad4a270d)

-   An interactive panel opens, allowing you to:  
    \- View all items assigned to that person  
    \- Select the items for which you want to request a signature  
    \- Choose the type of signature  
    \- Choose the signature template
-   Click "**Create**"  
     

![](https://cdn-assets.productfruits.com/0529140d-694a-4620-ad94-5fa27576a5d7)

-   In the "**Receipt**" tab, you can also preview all signatures for this person.
-   By clicking the icon: ![](https://cdn-assets.productfruits.com/7e4b8700-4a0d-4279-b326-6a9eeaa26bf7) you will see these options:

  
For email signatures:   
If status is "**Open**":   
\- "**Send reminder**"  
\- "**Delete**"

If status is "**Confirmed**":  
\- "**Download**"  
\- "**Delete**"

For on-site signatures:   
If status is "**Open**":   
\- "**Sign**"  
\- "**Delete**"

If status is "**Confirmed**":  
\- "**Download**"  
\- "**Delete**"  
 

\- **Method 2: Create a Signature from an Item Page** \-   
  
![](https://cdn-assets.productfruits.com/1a866d8d-b5a1-43e0-80a9-268a1655341e)

The quickest method is to request a signature directly from an item page.

-   Go to an item page
-   Click "**Request signature**"

![](https://cdn-assets.productfruits.com/f32e3b67-47fd-4278-94ec-76d190e47a12)

-   An interactive panel opens, showing all items assigned to the same person as this item
-   Select the items for which you want to create a signature
-   Choose the type of signature
-   Choose the signature template
-   Click "**Create**"

\- **Signature Overview** \-   
 

![](https://cdn-assets.productfruits.com/c5812024-1e16-4f1c-8ac2-59f561ffc4da)

-   Go to "**Resources**", then "**All signatures**"
-   Use the search bar to find signatures
-   Filter by:  
    \- Status ("**Open**", "**Confirmed**", "**Rejected**")  
    \- Signature type ("**On-site signature**", "**Email signature**")  
    \- Resource type ("**Place**", "**Person**")
-   Sort by:  
    \- Name  
    \- Signature creation date  
    \- Signature completion date

![](https://cdn-assets.productfruits.com/b0c6a5a4-00da-4815-823b-80747db28af4)

-   By clicking this icon: ![](https://cdn-assets.productfruits.com/7e4b8700-4a0d-4279-b326-6a9eeaa26bf7)  the following options are available:

  
For email signatures:   
If status is "**Open**":   
\- "**Send reminder**"  
\- "**Delete**"

If status is "**Confirmed**":  
\- "**Download**"  
\- "**Delete**"

For on-site signatures:   
If status is "**Open**":   
\- "**Sign**"  
\- "**Delete**"

If status is "**Confirmed**":  
\- "**Download**"  
\- "**Delete**"  
 

### \- **Digital Signature for Stocktaking** \-  
  
 

![](https://cdn-assets.productfruits.com/a33d9765-a404-40b2-bc4c-d85260846a4b)

In the stocktaking settings, it is possible to **require a signature to validate a stocktake**. This signature is only available as an on-site signature and cannot be done by email.  
 

-   Go to "**Settings**", then "**Inventory module**"
-   Scroll to the "**Stocktaking**" section
-   Enable the toggle "**Require signature**"  
     

  
To perform a stocktake with a signature, you can start:  
  
From the Stocktaking Overview  
  
![](https://cdn-assets.productfruits.com/d4aa03dd-505e-4e42-a099-10c0c07e8032)

-   Go to "**Resources**", then "**All stocktakes**". Choose:  
    \- "**Start new stocktaking**" to create one  
    \- "**Start Stocktaking**" for an existing one

From a Person’s Profile  
  
![](https://cdn-assets.productfruits.com/a1fb9a99-3787-4f2b-b747-ee660ed3996d)

-   Go to "**Resources**", then to the person’s profile
-   In the "**Inventory**" tab, click on "**Stocktaking**"

  
![](https://cdn-assets.productfruits.com/2934f364-9062-4d9e-8282-7043d49789f8)

-   After performing the stocktake, click **"Summary"** to generate the stocktaking summary

  
 ![](https://cdn-assets.productfruits.com/64810750-c9fb-4d43-8268-f79d9846a9b0)

-   On the stocktaking summary page, scroll down to the digital signature section, sign (or have the responsible person sign), and click **"Sign"** to close the stocktake

  
![](https://cdn-assets.productfruits.com/fbe69fcd-3407-499c-9f75-6d8cf4a372f8)

-   Once closed, click "**PDF**" to generate the stocktaking summary including the digital signature  
     

### \- **Digital Signature for the Ticketing System** \-

The ticketing system combined with digital signatures allows you to **require a signature to validate a ticket**. This signature is only available as an on-site signature and cannot be done by email.

💡 You can configure signatures in a granular way: you can make the signature mandatory only for certain types of tickets (e.g., those related to critical maintenance or safety), while leaving it optional or disabled for others.

![](https://cdn-assets.productfruits.com/5db89058-cbe5-4cd7-9c32-cff96a5f7d93)

-   Go to "**Settings**", then "**Tickets**"
-   Select the ticket type for which you want to enable digital signatures
-   Click on the "**Basic settings**" tab
-   Enable the toggle "**Signature Required**"

![](https://cdn-assets.productfruits.com/1ff6d16b-67ff-4469-902f-112e423dba2c)

-   When this toggle is enabled, the person responsible for the ticket must sign it to close it

![](https://cdn-assets.productfruits.com/51a45b83-8c55-440a-b6b6-f0b450a2952a)

💡 If you have the Ticketing System Pro and the digital signature feature, you can generate a PDF containing all ticket details as well as the signature, date, time, and name of the person who signed it.  
 

-   Click this icon: ![](https://cdn-assets.productfruits.com/7e4b8700-4a0d-4279-b326-6a9eeaa26bf7) 
-   Click "Print"
-   Save and/or print the PDF file of your ticket

###   
**📖 Timly Glossary**  
 

**Digital Signature**: The digital signature allows you to validate an action in Timly, such as returning an item, completing a ticket, or completing a stocktake. It requires the user responsible for the action to sign digitally to validate its completion.

**Item**: An item is a resource, either tangible or intangible, managed and tracked in Timly. It can be a wide range of items, including computer equipment, tools, vehicles, office supplies, medical equipment, software, etc. Also sometimes referred to as “Asset”.

**Item page**: The item page is the individual record dedicated to an item, an interface where all related information is displayed:

-   Assignments
-   Associated documents
-   Audit log/history (assignments and movements – visible only by admins)
-   Contacts
-   General information (name, category, barcode, photo, and technical details)
-   GPS position
-   Location
-   Open associated tickets
-   Planning
-   Remarks  
     

📖 Find all the definitions in the [**Timly Glossary**](https://help.timly.com/en/article/timly-glossary).

   
 

### **✅ Required Features & Functions**

\- Digital signature  
\- Inventory module  
\- Stocktaking (Light or Pro)  
\- Ticketing system (Light or Pro)  
 

* * *

### **🔗 More Resources**

-   Website: [**Digital Signature**](https://timly.com/en/digital-signature/)

📩  Do you have more questions? Schedule a [**free and non-binding demo**](https://timly.com/en/free-online-demo/) with one of our experts, or ask us at [**contact@timly.com**](mailto:contact@timly.com).