General
Once a meeting has been booked by the host, you will receive an email with a link which will take you directly to the meeting within the browser.
Videosign is completely browser based, as long as you have an internet connection, mic and camera, you are good to go.
Not at all. Once you schedule a meeting, Videosign will send the participant a meeting invite which contains the link to access your online meeting . They will also be provided with a meeting specific username and one time password they can use to log into Videosign to access your meeting.
Any participant to a meeting will be able to join a Videosign meeting from their mobile device, the host of the Videosign meeting must work from a desktop.
Please follow one of the below options to sign up to Videosign;
Please contact our enquiries@videosign.co.uk department for pricing and guidance on how to join Videosign.
Alternatively you can request a demo at our website here
Finally you can contact us for further details or questions
Documents in Videosign
At the moment, only PDF documents can be uploaded to the “To Sign” folder, in addition PDF document images can be uploaded into the “Read only” folder.
Yes. The host can simply pass control to the participant needing to sign the document then take control back by clicking “Take control” to be able to pass it again to another participant. Note each user must click on complete before control is taken back for the signature is to be recorded in the document.
There are two ways a participant can upload documents into a virtual closing room
Host is present in the meeting:As the host of the meeting, you first must pass the control of the room by clicking “Give control”
Once they have control, they just click the “Upload” button.
They have an option of uploading from their local storage by clicking “My Files”.
Once the PDF has been selected click “upload”
Host is not present in the meetingIf a participant is present in an online virtual closing meeting without the host the participant has default rights to upload documents
Just click the “Upload” button.
They have an option of uploading from their local storage by clicking “My Files”.
Once the PDF has been selected click “upload”
As a Host via the Meeting List:
There are two ways to upload a document to a meeting:
The first option is within meeting manager, select the meeting you wish to upload a document to by simply clicking on the meeting. This will take you to a new page showing Participant, Documents and Recorded Videos. In the documents section, select the upload button (shown below)
This will open a small window where you can navigate to your document, select it then choose upload.
The second option is to upload the document while in your meeting, on the menu to your left of your meeting screen select Upload Document, choose to sign or read only, navigate to your document and select open. This will then show in your documents to sign/read.
When working with a PDF document in Videosign, you can add text to your document without starting a signing process.
To Add Text:
With a PDF document open in your meeting, click Add Text on the document toolbar at the left of your screen
A popup will appear. Type your text into it
Click Continue.
Drag or resize the text as desired and click the tick to place it
Do not forget to click Complete afterwards to save any changes!
When signing a document, you can attach image or pdf files as additional pages to the document.
Attaching files:
Before attaching, a signature must have been placed on the document before changes have been completed.
Click Add File on the document toolbar
Select the source of your file (Dropbox or your device)
Choose the file to attach from your selected source
After that, the Attachment button will show a new file has been attached. When you click Complete, the file will be added as a new page (or pages) to the bottom of your document.
We call this ‘the perpetual meeting room’. Many of our clients use the same meeting room over and over again when dealing with the same client,. This means that you can store documents that you have collaborated on indefinitely, and build up a repository of documentation. In order to send out a new invite to an existing meeting, simply update the existing meeting within the meeting scheduler. This will trigger a new invitation to all meeting participants and allow you to retain the existing documents.
This article explains how to digitally sign a pdf document in Videosign. Digitally signing a document means that once finalised the document cannot be tampered without invalidating the document integrity.
In order to successfully sign a document, the following criteria must be met:
The document must be of type PDF
The document must not be password protected
The document must be no larger in physical size than 20 MB
Editable PDF documents must be saved as static PDF documents before being uploaded to Videosign for signing
As a Host (meeting organiser):
To begin the process, you must be in a Videosign meeting
Upload a PDF document using the instructions here. It must be uploaded into the To Sign folder
In the meeting, click the To Sign folder and select the document to open it. You must have Control to do this
At this point, you or your participant will have the opportunity to sign the document.
Adding Signatures to the document:
When the document to sign is open, select the name of the participant in the signees menu on the left
This creates a small popup signature box where this participant will need to sign or initial depending on what you select
Move the signature box to where is relevant within the doc and select the green tick to lock it in place (press red X to cancel)
Once all relevant signature boxes are placed, select ‘Save Sign Positions’ in the Document section of the menu on the left of the screen
To Sign the document as a Host or Participant:
Firstly, the user signing the document must have Control
Once the user has Control, they must click the Add Signature button
They should select their preferred method for signing on the menu on screen
Once the signature has been created/uploaded, they must tick the “I consent” tick box below the signature panel, and then click the Add Signature button
The user can now drag their signature around and place it on the document by clicking the tick button
Once the user is finished signing, they must click Complete. This will save the signatures to the document
If the document has all the signatures/changes required, then it is ready to be Finalised.
To Finalise the document:
As the Host, take Control, if you do not have it already
Click Finalise Document at the bottom of the menu on the left
After a moment, the document will reopen. It is now Finalised and can no longer be altered without invalidating the integrity of the document. You can verify this integrity by downloading the pdf document and viewing in Adobe Acrobat Viewer. You will see a green tick in the reader confirming the documents integrity.
Additionally, new pages will be added to the bottom of the document, containing an audit trail of the usage of that document, and any associated recordings.
There is no limit on the number of documents that can be signed within a meeting.
How to run and schedule a meeting
As a Host via the Meeting List:
Once your meeting is scheduled
Log into Videosign if you are not already logged in
In the meetings list, browse through to find your meeting OR use the search feature in the top right.
Click the Enter Meeting button on the left side of your meeting in the list:
As a Host via the Meeting Invitation:
Once your meeting is scheduled
Go to your inbox and open the meeting invitation
Click the large blue ‘Click here to join meeting’ button, this will take you to the login page
Log in using your host details
As a Participant via the Meeting Invitation:
Go to your inbox and open the meeting invitation
Click the large blue ‘Click here to join meeting’ button
On the www.videosign.co page, click Login in the top right corner, and log in.
On your Meeting Manager page click on the ‘Add Meeting‘ button. This will open the Add Meeting form.
Fill out the details including a meeting subject, date/time, and invitee details (other fields are optional). Click Create. This will take you to the upload screen.
If you wish to upload a pdf document or image, you can do it on this screen. Do not forget to select a folder (note: only pdfs can go into To Sign). Then click Schedule, and your meeting will be created.
After logging in to Videosign, search for your meeting within the Meeting Manager tab to edit using the Search panel
Once the meeting appears in the list, click the Edit icon on the right-hand side of the row for that meeting:
Change the meeting details or add/modify invitees as desired
Click Update
When creating or updating a meeting, click on the “Add Invitees” + button to add more than one person to a meeting.
There is a current maximum of 5 users permitted in a meeting, and we are working on an update to allow up to 10 users.
If you accidentally invite the wrong participant or misspell an email, you can uninvite that person and prevent them from entering the meeting.
Instructions for non-integration (standard) meetings
Open the Meeting Manager page
Click the button for the desired meeting
Click the button for the participant you wish to remove
Click Update.
Instructions for xplan meetings
Go to your xplan dashboard
Go to your diary
Click the diary event for your meeting and select Edit
Remove the user/client from the event
Save the page
Note that if the user is already present, they will not be kicked out of the meeting, but if they refresh their browser page, they will not be able to return. Users present in the meeting will have to refresh the meeting to see the user disappear from the user panel.
Before joining a meeting, it is recommended that you run the Meeting Health Check to ensure you will not face any issues in your meeting.
To get started:
Go to the Meeting Health Check page.
Wait for the meeting health check to complete.
If the result shows ‘You’re good to go’, you are good to enter your meeting without any issues.
If the result shows ‘We have detected issues’, you may not have given permission to a required device (e.g. microphone) or your device may be in use. Please visit this troubleshooting page to help resolve any potential problems.
On completion of the health check if everything has been successful you should see all boxes as Green. If you have some ‘Amber’ boxes then there may be some limitations but you should still be able to enter a meeting. If you have any boxes that are red then you are unlikely to be able to enter a Videosign meeting and may require some action. Please contact our Service Desk for further help.
Screen sharing and recording
When in your Videosign Meeting, you can record your video conversation by doing the following:
When in Control,
Click the bottom at the left of your page
You will see the circle turns . This means the recording is under way.
Ending a recording:
When stopping a recording, you will have the opportunity to either save or delete the recording that has been started.
To stop the recording, click the button at the left of your screen. This will bring up a popup window.
Click Save on the popup to save the recording. Click Delete to permanently delete it.
After it has been saved, you can view the recording by following these instructions.
Please note: If you or someone else is signing a document, it will be recorded automatically. You will not be able to start or stop a recording manually at this time.
Supported browsers include:
Chrome
Firefox
Microsoft Edge
Safari (Apple)
Screen Sharing
When in a meeting, so long as you have Control and nobody is currently signing a document, you can share your screen.
All you need to do is click the Screen Share button, which looks like this:
Next, depending on your browser, you may see a window that lets you select what to screen share. Select your entire screen/application window/browser tab and click Share.
What is Control?
Control is the ability to upload documents, sign documents, and share your screen.
Only one user is in control at a time, and this is governed by the Host (if they are present in the meeting).
How do I change Control?
As a Host, you can click Give Control at he bottom right of the screen to allow Participants to take it
You can also click Take Control to retake it as the Host, this is also located at the bottom right of the screen
If no Host is present, Participants can Take Control from one another.
If someone is signing, control cannot be shifted. The user must finish signing and click Complete before control can be passed or taken again.
There are multiple ways to view a video recording that you have created in a Videosign meeting.
For Standalone Videosign Hosts
Via the Meeting Lobby (as a Host)
Log in to Videosign
Use the Search panel to look for your meeting, or browse through the meetings list in Meeting Manager
Click on the meeting row (not the Enter Meeting, or the Edit Meeting buttons, click the row itself), e.g:
Once the Lobby page opens for that meeting, click the recording you would like to play on the Recorded Videos panel
To Download – right click on the video and choose ‘Save Video As’ to save locally to your device
Via the Meeting (as a Host or a Participant)
Join the meeting where the video was recorded
Having Control of the meeting, click on the Recordings folder on the left-hand side
Click on the recording you wish to view
Click on the Play button
To Download – right click on the video and choose ‘Save Video As’ to save locally to your device
Via a Finalised Document (as a Host or a Participant)
If you have finalised a document, it will contain recordings from the signing of that document in the Certificate of Authenticity.
Open a downloaded copy of the finalised document.
Scroll to the very bottom of the document. You will see a section called Recordings.
Click the Recording URL for the recording you wish to view. This will launch your web browser and automatically play the recording.
To Download – right click on the video and choose ‘Save Video As’ to save locally to your device
For CRM Integrated Hosts
Via your CRM (as a Host)
Your CRM stores Videosign video recordings internally. The location of your video recordings varies depending on which CRM you are integrated with. Please see your CRM administrator for further instructions.
Via the Meeting (as a Host or a Participant)
Join the meeting where the video was recorded
Having Control of the meeting, click on the Recordings folder on the left-hand side
Click on the recording you wish to view
Click on the Play button
Via a Finalised Document (as a Host or a Participant)
If you have finalised a document, it will contain recordings from the signing of that document in the Certificate of Authenticity.
Open a downloaded copy of the finalised document
Scroll to the very bottom of the document. You will see a section called Recordings
Click the Recording URL for the recording you wish to view. This will launch your web browser and automatically play the recording
Admin
If something goes wrong in your meeting, one of the things that can help us diagnose the problem is a browser console log from your meeting.
To retrieve your logs
Chrome
Right-click on a page and click Inspect;
select Console;
make sure that Preserve Log checkbox is ticked (if you don’t see Preserve Log checkbox, click on the cog icon on the right);
reload the page (it should fill with log entries);
right-click anywhere in the console → Save As… → choose the location to save the file;
send it to the Support team
Firefox
Right-click on a page and click Inspect Elemen(Q)
select Console;
make sure that all tags are selected (Errors, Warnings, XHR, etc) and reload the page (it should fill with log entries);
right-click anywhere in the console and select Export visible messages to file
send the downloaded file to the Support team
Edge
Select the 3 dots menu at the top right of the page
select More Tools then Developer Tools
select console and make sure that Preserve Log checkbox is ticked
take a screenshot of the logs → send it to the Support team
Safari
Right-click on a page and click Inspect Element;
select Console;
make sure that Preserve Log checkbox is ticked;
select All and reload the page (it fill with log entries);
click on any entry in the Console log and copy everything (use CMD+A shortcut);
paste the content into a text file and send it to the Support team
Instructions
Go to the login page
Click ‘Forgot Password?’
Enter the email address associated with your Videosign account and click Reset
Check your inbox. You should have received an email with a link. Click the link
Once the page has opened, enter your new password in both fields. It cannot be the same as your previous password. Then click Reset