Secure eSignatures for Every Facility and Premises Document
Go paperless and accelerate your property management workflows.
From lease agreements to vendor contracts, get it signed in minutes.
Why eSignly for Your Facility Management?
Ironclad Legal Validity
Rest easy knowing all signatures are compliant with the ESIGN Act, UETA, and global regulations. Our detailed audit trails provide a complete, court-admissible history for every document.
Bank-Grade Security
Protect sensitive tenant and vendor data with enterprise-grade security. We are SOC 2, ISO 27001, and GDPR compliant, ensuring your documents are encrypted and secure at all times.
Accelerate Turnaround
Stop waiting for paper. Reduce lease signing cycles from days to minutes. Send reminders, track progress in real-time, and get instant notifications when a document is completed.
Built for Scale
Whether you manage one building or a global portfolio, eSignly scales with you. Use templates and bulk sending to manage documents across all your properties with ease and consistency.
Intuitive for Everyone
Our platform is designed for simplicity. Your team, tenants, and vendors can sign documents on any device, anytime, with no training required. If they can open an email, they can use eSignly.
Seamless Integration
Connect eSignly to your existing Property Management Software (PMS) or CRM with our powerful API. Automate workflows and eliminate manual data entry for maximum efficiency.
Reduce Operational Costs
Eliminate the significant costs of printing, scanning, mailing, and storing paper documents. Reallocate administrative hours from chasing signatures to higher-value tasks.
Centralized Document Hub
Maintain a secure, organized, and easily searchable digital archive of all your signed agreements. No more lost paperwork or overflowing filing cabinets.
Anytime, Anywhere Access
Empower your team and clients to sign and manage documents from anywhere in the world, on any device. Perfect for remote teams, international tenants, and on-the-go facility managers.
Digitize Every Document in Your Workflow
eSignly handles the full spectrum of facility and premises management documents, transforming your paper-based processes into efficient, secure digital workflows.
Lease & Rental Agreements
Securely execute residential and commercial leases entirely online. Accelerate the tenant onboarding process and fill vacancies faster by eliminating the need for in-person signing appointments.
- Reduce lease cycle time by up to 80%.
- Ensure all required fields and addendums are completed before finalization.
- Provide tenants with a simple, convenient signing experience on any device.
Maintenance & Work Orders
Streamline your repair and maintenance processes. Get digital authorization from tenants for entry and approval signatures from managers for completed work, creating a clear and instant record.
- Capture photo evidence and attach it directly to the signed work order.
- Instantly notify all parties upon completion and signature.
- Maintain a searchable digital log of all maintenance activities for liability and records.
Vendor & Contractor Contracts
Onboard new vendors for landscaping, cleaning, security, and repairs with speed and efficiency. Digitize service level agreements (SLAs), NDAs, and statements of work to get projects started faster.
- Standardize vendor contracts using reusable templates.
- Track contract status in real-time from a centralized dashboard.
- Ensure compliance by securely storing all vendor agreements in one place.
Access & Keyholder Agreements
Manage and document who has access to your properties. Securely process requests and approvals for keys, access cards, and after-hours entry for tenants, employees, and contractors.
- Create a clear, time-stamped audit trail for all access authorizations.
- Process urgent access requests remotely and instantly.
- Easily manage and revoke access by maintaining a digital record of all keyholders.
Move-In/Move-Out Inspection Forms
Eliminate disputes over security deposits with digitally signed inspection checklists. Both tenants and property managers can sign off on the property's condition, with the ability to attach photos for documentation.
- Create a definitive, time-stamped record of property condition.
- Allow for on-site signing using a tablet or mobile device.
- Instantly share the final, signed report with both parties.
Liability Waivers
Protect your organization by digitizing waivers for amenities like gyms, pools, or event spaces. Ensure all users acknowledge risks and agree to terms before using facility resources.
- Simplify the waiver signing process for guests and members.
- Store all signed waivers in a secure, easily retrievable digital format.
- Use in-person signing on a tablet for walk-in users.
Event Space Rentals
Manage bookings for conference rooms, community halls, and other rentable spaces. Digitize rental agreements, terms of service, and payment authorizations for a seamless booking experience.
- Accelerate the booking process to secure more events.
- Clearly outline all terms, conditions, and liabilities in a legally binding format.
- Integrate with your booking system via API to automate contract generation.
Parking Agreements
Efficiently manage parking space assignments and agreements for tenants and employees. Digitize applications, renewals, and policy acknowledgments to streamline your parking administration.
- Use bulk sending to distribute updated parking policies to all permit holders.
- Create a clear digital record of all assigned spaces and vehicle information.
- Simplify the annual renewal process with automated reminders and digital forms.
Policy Documents & Acknowledgment
Ensure tenants and employees have read and acknowledged important building policies, such as emergency procedures, pet policies, or community rules. Maintain a clear record of compliance.
- Distribute policy updates to hundreds of recipients at once.
- Track who has opened, viewed, and signed the acknowledgment form.
- Demonstrate due diligence by maintaining a complete audit trail of acknowledgments.
Tenant Notices & Addendums
Formally issue and track receipt of important notices, such as lease renewals, rent adjustments, or entry notifications. Addendums to existing leases can be executed quickly without printing a single page.
- Provide legal proof of delivery and receipt for critical communications.
- Execute lease modifications and addendums with speed and legal certainty.
- Eliminate "he said, she said" disputes with a digital paper trail.
Incident Reports
Digitize the reporting and sign-off process for on-site incidents, from security issues to property damage. Ensure all stakeholders, including security staff and management, sign off on the official report.
- Create a standardized, unalterable record of events for insurance and legal purposes.
- Allow for immediate report submission and signature from mobile devices in the field.
- Securely control access to sensitive incident information.
Asset Management & Equipment Sign-Out
Track the assignment and return of facility assets, from keys and access cards to maintenance equipment. Create a digital chain of custody with signed forms for every transaction.
- Reduce asset loss by maintaining clear accountability.
- Use a tablet in your office for quick, in-person sign-out and sign-in.
- Maintain a real-time inventory of who has what equipment.
Safety & Compliance Checklists
Formalize your safety protocols with digitally signed checklists for fire safety inspections, equipment checks, and regular compliance walkthroughs. Ensure accountability and create a permanent record.
- Mandate sign-off by inspectors and facility managers to verify completion.
- Time-stamp every inspection to prove adherence to safety schedules.
- Easily prepare for audits with a centralized, digital archive of all safety reports.
Construction & Renovation Permits
Manage the approval process for tenant or internal renovation projects. Digitize permit applications, contractor agreements, and project sign-offs to keep construction on schedule.
- Streamline the multi-party approval process between tenants, management, and contractors.
- Ensure all parties agree to the scope of work and terms before commencement.
- Maintain a complete digital file for each construction project.
Compliance Audits & Reports
Simplify internal and external audits by having all your critical documents signed and stored in one secure, searchable location. Provide auditors with read-only access to verify compliance efficiently.
- Demonstrate robust process controls with comprehensive audit trails.
- Quickly retrieve any signed document needed for an audit.
- Ensure management sign-off on final audit reports and action plans.
Get Documents Signed in 3 Simple Steps
1. Upload & Prepare
Upload any document (PDF, Word, etc.) or use a saved template. Drag and drop signature, date, and text fields where needed.
2. Add Signers
Enter the names and email addresses of your tenants, vendors, or staff. You can define the signing order for sequential workflows.
3. Send & Track
Click send. Signers receive a secure email link to sign on any device. Track the document's progress in real-time from your dashboard.
Real Results for Property & Facility Managers
The Problem
The firm's leasing process was slow and paper-intensive, involving printing, mailing, and manually tracking lease agreements. This led to long delays, frustrated prospective tenants, and increased vacancy periods between tenants.
Key Challenges
- Lease execution cycles averaged 10-14 days.
- High administrative costs for printing, postage, and document storage.
- Lack of visibility into where a lease was in the approval process.
- Errors and omissions in paperwork requiring documents to be re-sent.
Our Solution
eSignly was implemented to digitize the entire leasing workflow.
- Standard lease agreements were converted into reusable templates.
- Leasing agents could send contracts for signature directly from their email.
- Automated reminders were set up to nudge signers who hadn't completed the document.
- A central dashboard provided real-time status updates on every pending lease.
The Problem
The company struggled with an inefficient, paper-based system for maintenance requests and work orders. Getting tenant approval for entry and vendor sign-off on completed work was a constant bottleneck, leading to delays and poor record-keeping.
Key Challenges
- Lost or misplaced paper work orders.
- Delays in starting repairs while waiting for tenant entry authorization.
- No centralized system to track the status of maintenance jobs.
- Difficulty proving work was completed to a tenant's satisfaction.
Our Solution
eSignly was integrated to create a fully digital maintenance authorization process.
- A standardized work order template was created for all properties.
- Tenants could digitally sign entry authorizations from their phones.
- Maintenance staff could attach photos of completed work directly to the document.
- Both tenant and staff signatures were captured on the final work order, creating a closed-loop record.
The Problem
As the company expanded, their manual process for signing up new members became unscalable. Printing membership agreements, policy documents, and payment forms for each new member was time-consuming and created a poor first impression.
Key Challenges
- Onboarding a single member took over 45 minutes of staff time.
- Inconsistent contract versions being used across different locations.
- Manual data entry from paper forms into their billing system was prone to errors.
- Physical storage of member files was becoming a security and space issue.
Our Solution
eSignly's API was used to connect their website's sign-up form directly to their document workflow.
- When a new member signs up online, the membership agreement is automatically generated and sent for eSignature.
- Templates ensure every member at every location signs the correct, most up-to-date version.
- Once signed, the member's data is automatically pushed to their CRM and billing software.
- All signed documents are securely and automatically archived in the cloud.
Security and Compliance You Can Trust
We meet and exceed the most stringent global security and legal standards, so you can sign with confidence.
SOC 2 Type II
ISO 27001
HIPAA Compliant
GDPR Compliant
PCI DSS
Trusted by Facility & Operations Leaders
"Switching to eSignly for our vendor contracts and access agreements was a game-changer. What used to take a week of back-and-forth emails now gets done in an afternoon. The audit trail is incredibly detailed, which our compliance team loves."
"We use eSignly for everything from new leases to pet addendums and move-out inspections. Our tenants appreciate how easy it is to sign on their phones, and my team is no longer buried in paperwork. It's a win-win."
"The security and compliance features were critical for us. We handle sensitive logistics and vendor agreements. eSignly gave us the confidence that our digital workflow was secure, legally binding, and scalable across all our sites."
"Onboarding new members is now incredibly smooth. We have templates for membership agreements and amenity waivers. A new member can be fully signed up and ready to go in minutes, not hours. It's essential for our fast-paced environment."
"Managing leases and maintenance contracts across 100+ retail locations was a nightmare. eSignly centralized everything. I can see the status of any document, for any store, from one dashboard. The efficiency gains are massive."
"From a legal standpoint, the comprehensive audit trail is non-negotiable. eSignly provides a clear, time-stamped history of every action taken on a document, giving us the legal certainty we need for high-value agreements."
A Flexible Solution for Any Type of Property
Commercial Real Estate
Accelerate leasing for office, retail, and industrial spaces.
Residential Properties
Simplify tenant onboarding, renewals, and notices.
Co-working Spaces
Automate membership agreements and amenity bookings.
Corporate Facilities
Manage vendor contracts, access control, and internal policies.
Frequently Asked Questions
Absolutely. eSignly complies with the U.S. Electronic Signatures in Global and National Commerce (ESIGN) Act and the Uniform Electronic Transactions Act (UETA), as well as similar laws worldwide. This ensures that signatures collected via our platform are legally valid and enforceable for nearly all business transactions, including lease agreements.
Security is our top priority. We employ bank-grade security measures, including AES 256-bit encryption for all data at rest and in transit. Our platform is SOC 2 Type II, ISO 27001, and GDPR compliant, ensuring your sensitive data is protected according to the highest international standards.
Yes. eSignly offers a robust API that allows for seamless integration with many popular Property Management Systems (PMS), CRMs, and other business software. This enables you to automate your workflows, such as automatically sending a lease for signature when a unit is marked as 'reserved' in your system.
No, they do not. Signers receive a secure email with a unique link to the document. They can review and sign on any device with a web browser without needing to register, download software, or pay anything. The process is designed to be as frictionless as possible.
Our platform makes multi-signer workflows simple. You can specify the signing order, so the document is automatically routed from one person to the next. Alternatively, you can send it to all signers at once if the order doesn't matter. You'll have full visibility into who has signed and whose turn it is next.
For every document, eSignly generates a comprehensive, court-admissible audit trail. This is a detailed log that tracks every action taken on the document, including when it was sent, viewed, and signed, along with the IP address and timestamps for each event. This provides a powerful, non-repudiable record for legal and compliance purposes.
Ready to Digitize Your Facility Management?
Eliminate paperwork, accelerate your workflows, and enhance security. Discover how eSignly can transform your property operations.
Get Started with eSignly