Sign

Make a template

1. Open Documents → Templates → New template and upload the PDF.
2. Pick a field type (signature, initials, text, date, checkbox, radio, drop-down, static text, secure) and click the page to place it. Drag to move; drag the corner to resize.
3. Each field belongs to a participant (Signer 1, Signer 2, an approver). Name the participants on the right so the form reads well.
4. Save. Fields tab in reading order: row by row, left to right.

A radio group is several placed options sharing a name, each with the value it sets. A drop-down is one box with its choices listed one per line. Static text is words the template supplies, shown to the signer and saved with their answers; it can quote other fields with braces, like {Rider name}. Give static text a Link to address and the words become a link: clickable while signing, still clickable in the signed PDF, and listed with the address on the certificate page. A secure field is for bank details: masked online, encrypted at rest, and revealed only with a code emailed to you.

Name the forms from what's on them

Under the template's name, set a title pattern such as Hold Harmless — {Rider name} for {horse}. Forms sent from the template name themselves and fill in as signers complete the form, so your list, your emails, and the signed PDF all say who it's for.

Send for signature

Documents → Signatures → Send for signature, or Send on a template's row. Pick the template, the signers in order, and optionally the horse it's about so the signed PDF lands on that horse. The button names who gets it first ("Send to Bo Rider"); each signer gets an email when it's their turn.

Follow what's out

Documents → Signatures lists every form by what's next: Ready to add first, then Declined (with the signer's reason and Send again), then Waiting on signers (who it's waiting on, whether they opened it, when they were last reminded; amber after two weeks), then the last few signed. Voided and expired forms are under their own chip. A form waiting on you says Sign now; one that's gone quiet says Remind and the person's name. Copy signing link in a row's ⋯ gives you another link to text someone; the one in their email keeps working too, and the form's history notes who copied it. A reminder emails a new link the same way, without stopping the earlier ones. Once they sign, or the form is voided, completed or expires, none of their links work. Void… stops a form for good and emails anyone who already had it.

Public forms

Under the template's name, publish a public link. Anyone with it enters their name and email, confirms by email, and signs. Paste it on your website for new riders.

Preview and change a template

Preview opens the real signing page over the template without sending anything. Once a form has been sent from it, the template's fields are frozen so the signed copies stay true; choose Save as new version to change the form, or Replace PDF while it's still editable to put in a newer PDF under the same fields.

Archive a template from its ⋯ when you stop using it: it can't be sent and its public form stops taking signatures; everything already signed stays. To bring one back, choose Archived above the template list and pick Restore on its row, or open it and choose Restore.

Find what was signed

Search on Documents → Signatures, or the ⌘K box anywhere, matches a form by its name, its signers, the horse it's filed under, and anything typed into a text, date, radio, or drop-down field. Each hit says why it matched.

Link fields to people and horses

A template can say what its fields are in 1barn: the rider's date of birth, the parent's phone, the horse's registered name. On the template, the Linked records card lists the people and horses the form is about (a Boarder, a Rider, Horse 1, a Vet) and how they relate (the parent is guardian of the rider, the boarder owns Horse 1 and pays for it, the vet is vet of Horse 1). Pick a field and set Links to: who, and what. Each signer is a person on the form already, so their name and email come with no fields linked.

The quickest start is Use a preset (Boarding contract, Lesson waiver for a minor, Intake form). It makes the slots and relationships and links your fields by their labels, shows what it couldn't place, and saves nothing until you Save. Signatures, checkboxes, static text and secure fields never link. Links can change after forms were sent from the template; its fields can't.

Ready to add

When a form from a linked template is signed, it waits at the top of Documents → Signatures under Ready to add (the tab shows how many, and so does Open tasks) with a card: which people and horses already exist and which are new, the blanks it fills, the values that differ from what 1barn has, and the relationships it makes. Nothing changes until you add it to 1barn.

1. Answer any question: "Is this Ivy Arder? Yes / No, new person". A match on a name alone is always asked, never chosen for you.
2. Check the differences. Each shows In 1barn and On the form; it keeps 1barn's value unless you pick Use form. An email or phone can be Added as another.
3. Untick any blank or relationship you don't want, Change a match, or Skip someone.
4. Tap Add to 1barn. When it would overwrite a value, change who pays for a horse, or share a portal, it lists those first and asks.

Adding links the signed document to everyone it names, so it shows on each person's and horse's page. Your choices save as you make them. Undo puts back what it changed (anything edited since is left and listed), archives the people and horses it made, and ends the ownership it added. Don't add, in the card's ⋯, drops the card. A form signed before its template was linked can get a card from its page.

Someone who signs a linked form becomes a person in 1barn when the card is added, not before, so an abandoned public form leaves nobody behind. Matching only ever looks at your barn.

After signing

The form's page shows the signers in signing order, a Form data card with every value and a copy button, Signed PDF, and in its ⋯ a CSV of the fields; the activity trail is folded at the bottom. A template's ⋯ downloads every form's data as one CSV.

What clients see

Boarders and families have a Documents page: forms waiting for their signature first, with Review and sign, then everything they've signed with its PDF, then the files the barn shared with them. A parent sees a child's forms there too. Nothing anyone typed on a form is shown, and nobody sees a form they aren't on.

Secure values never appear in search, CSVs, or the page until you request a one-time code. The code works once, for ten minutes.