Document signing: e-signatures for cast release forms and NDAs
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How a talent agency sends cast release forms and NDAs for electronic signature, and sees who has signed
Release forms, NDAs and contracts have to be signed before cast arrive on set. Done by email, that means a PDF attachment, a printout or a photo sent back from a phone, and a list kept of who is still outstanding, repeated for every job.
RosterDeck E-Sign keeps that round trip next to the booking. Upload the PDF once and mark where cast sign, then send it from the Email page to the people on a job date. Each artist signs on their own link, and the Documents page shows who has opened it and who has signed, with a signed copy and an audit trail for every one. This walkthrough follows one cast release for the Harbour Lights job from upload to signature.
Step-by-step walkthrough: what happens in this demo
Every action in this walkthrough corresponds directly to RosterDeck’s live production features. Click any timestamp to jump to that moment.
Step 1
Upload a PDF to your document library
Add a release form, NDA or contract to your library once, and send it on any job that needs it.
Open the document library on the Documents page and choose Upload document. Give the document a title, which is what cast see in the email and on the signing page, then choose the PDF. Uploads are PDF only, up to 5 MB and 100 pages. The document stays in the library for the next job, and one you no longer use can be archived without affecting anything already sent or signed.
Key takeaway: Your standard paperwork is uploaded once and reused on every job, rather than attached to email after email.
Step 2
Mark where cast sign and initial
Place signature, initials, name, date and text fields directly on the PDF.
The PDF opens in the field editor. Pick a field type and click the page to place it, then drag to move it or pull the corner to resize. Signature and initials fields are where cast sign. Name and date fields are completed with the signer’s name and the date they sign. A text field asks them to type something in themselves, such as a home address, under a label you set. A document needs at least one signature field before it can be saved, and saving marks it ready for signing.
Key takeaway: Fields sit exactly where they belong on your own document, so nobody signs in the wrong place.
Step 3
Email it to cast with the Document Signing template
Send the document to the cast on a job date from the Email page, previewed before it goes.
On the Email page, open the job, select the date and email the cast. Choose the Document Signing template, pick the document to sign and the recipients, and preview the email before sending. Each person gets their own signing link, unique to them and valid for 30 days. They open it in the browser on a phone or computer with no login, type or draw their signature, tick to consent and sign, or decline with an optional reason. Back on the Email page, each date then carries Signed and Awaiting Sig counts you can click to filter the cast.
Key takeaway: Documents go out from the job itself, to the people booked on that date, alongside the rest of their booking emails.
Step 4
Check who has opened and signed
Follow every signature request by job, and download signed copies with their audit trail.
Back on the Documents page, open Signature requests and choose the job. Each request lists the cast member, the document and its status (sent, viewed, signed, declined, voided or expired), with when it was sent, first opened and signed. An open request’s link can be copied, or voided so it stops working straight away. A signed request downloads as a zip holding the signed PDF and an audit trail spreadsheet, and Download all signed bundles every signed document for the job. The signer is emailed their own signed copy, which ends with a signature certificate page.
Key takeaway: You can see who still needs chasing before the shoot day without keeping a separate list.
Platform rules & operational safeguards
Built specifically around UK film, television, and commercial casting standards.
Field editor
Fields placed on your own PDF
Signature, initials, name, date and text fields go exactly where they belong on the document you already use, and a document cannot be saved until it has at least one signature field.
Email integration
Sent from the job
The Document Signing template sends to cast on a job date from the Email page, and each date shows Signed and Awaiting Sig counts so outstanding signatures are one click away.
Signer experience
No account for cast
Each artist signs on a personal link valid for 30 days, on a phone or computer, by typing or drawing their signature, and is emailed their signed copy afterwards.
Compliance
An audit trail with every copy
Every signed PDF ends with a signature certificate page, and downloads come as a zip with an audit trail spreadsheet recording when each document was sent, opened, signed and downloaded.
Frequently asked questions
Common questions about how this workflow operates in RosterDeck.
Any PDF you upload: cast and appearance release forms, NDAs, contracts or your own agency paperwork. Uploads are PDF only, up to 5 MB and 100 pages, and each document needs at least one signature field before it can be sent.
No. Each person is emailed their own signing link, valid for 30 days. It opens in the browser on a phone or computer, where they type or draw their signature and sign, or decline with an optional reason that you can read on the Documents page.
Open Signature requests on the Documents page and choose the job. Every request shows whether it has been sent, viewed, signed, declined, voided or expired, with the times it was opened and signed. On the Email page each job date also shows Signed and Awaiting Sig counts, and clicking one filters the cast to match. You can also ask the AI assistant whether a document has come back signed.
Their signed copy is emailed to them for their records, and they can download it from the signing page too. It is the full document with their signature and initials in place, followed by a signature certificate page.
Yes. Production see who has signed on the timesheet link for a work date and can download signed PDFs there, one at a time or in bulk. You can also create a production share link on the Documents page covering every signed document for a job, which expires after 30 days and can be revoked at any time.
Every download from the Documents page is a zip containing the signed PDF, or PDFs, and an audit trail spreadsheet recording who was sent what, and when it was opened, signed and downloaded. Each signed PDF also ends with a signature certificate page.
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