Creating a Lease template in HelloSign
This fall, we’re partnering with HelloSign to deliver a brand new eSignature tool. This new product will replace eLease with a modern, easy-to-use leasing workflow. Before the fall, you’ll need to do a few things to prep your account. Most importantly, you’ll need to create new templates to replace your existing Adobe templates. You can create entirely new templates with any files you have or you can download and review your existing templates. Either way, we recommend planning out your lease packets before creating a new template. You can get started creating your lease templates by following the instructions below:
- Creating a lease packet
- Adding Signers
- Choose a signer order
- Placing signer fields
- Adding merge fields
- Adding other standard fields
Step 01: Creating a lease packet
Your lease templates are considered a lease packet- it should include everything you need when drafting a lease. Lease packets can include all addenda and requirements like pet and insurance adenda by uploading multiple documents into one template.
- Name your template. It’s helpful to name it by how and when you will most likely use this template. (e.g Lease agreement for 123 Main St.)
- Upload your documents. Add lease, addenda, and other documents. You can remove pages when sending for signature. For example, you would have your lease agreement, lead based paint addenda, pet addenda, no smoking addenda, and so on.
- Lastly, you’ll want to make sure that you order your documents the way you’d want them viewed by your signers.
Note: You can use PDF documents!
Step 02: Adding signers
- Set the types of individuals that would most commonly be signing when you use this template. By default, we’re adding a tenant and a staff member. You can also add a cosigner or a rental owner.
- Set the maximum number of people per type of individual that would most likely be signing when you use this template. Think of this as a car, your car can sit 5 individuals at the maximum. If you have 6 people, you cannot use your car, but if you have 5 or less, you can still use it. It’s the same thing with your template.
Note: You’ll want to make sure that your document has enough space in the event you have the maximum number of signers.
Step 03: Choosing a signer order (optional)
Set the signer order. Whenever you use this template, we will follow the signing order you have set here, if you chose to have tenants sign first then cosigners next, then we will follow that order. If you choose to have no signer order, everyone will receive the eSignature request at the same time. So make sure it’s set the way you want.
- Click the " Add Signer" button to add signers to the lease template.
- When you add signers, you will see what order they have been placed by the number to the left of the signer
- You can adjust the order by clicking on the signer box and dragging it up or down.
- When Signer 1 has signed the document, Signer 2 will be prompted via e-mail that it's his or her turn to sign, and so on.
Note: There is a maximum limit of 10 signers per role (tenants, cosigners, rental owners, staff member) and a limit of 20 total signers.
Setting up your template
Once you have uploaded all of the necessary lease documents and added the required signers, you are ready to set up your lease template by adding signature or initial fields and merge fields that will pull in dynamic information like Tenant Names, lease dates and addresses.
Step 04: Place signer fields for signatures
Place fields where you want the signers to sign.
- You have the option to include full signature fields and initial fields.
- To place any signer field on your lease template, click on any of the choices in the "Signature fields" list in the left sidebar, then click on the template where the signature should be placed. You can drag the field to adjust its position.
- Note: you will need to make sure that document you uploaded has enough space for the necessary signature fields.
Step 05: place merge fields for dynamic data
Buildium Merge fields are different from the standard autofill fields and give you the option to pull in very specific data from your buildium account into the lease template. Merge field data includes everything from company and owner information to tenant information and lease specific values like rent amount and start dates. Adding in these merge fields allows you to use one lease template that is dynamic for every new tenant.
- To add a merge field to your lease template, first click on “signers” on the left toolbar and choose “sender” from the drop down menu.
- Then, under “standard fields” on the left toolbar, click on “textbox” and then click on the area where you would like this field to be located within the template.
- Once the textbox field has been placed, you will see a new menu on the right hand side of your screen.
- You will find a list of all the available buildium merge fields under the section “what text goes here”
- Click on the drop down menu and scroll through the list to find the data merge field you would like to pull into your template.
- Simply select the desired data and the title will appear in the text boxe you previously placed.
- Click and drag to adjust the placement and size of the merge field
- You also have the option to adjust the font and font size of the text.
- Repeat these steps for all of the merge field data you require in your lease template.
- Note: For names & email addresses, you can either use Buildium merge fields which will autofill all the data comma separated (John Doe, Jane Doe) or you can use the Auto-fill Fields which will only autofill the data for the signer you assigned it to (John Doe)
Step 06: Place standard fields to your liking (textbox, checkbox, dropdown, radiogroup) and assign it to a signer as needed.
- To add standard fields, first select who it will be assigned to under the “signer” drop down
- Then click on the desired standard field (Text box, Check box, drop down, Radio button)
- Click on the area on your template where you would like to field to be located
- Use the toolbar on the right hand side to customize the field
- Click and drag on the box to adjust the location and size
Once you’re done, click on “Continue” to save your template.
Note: Each signer on your template needs to have a field that is not a date. So before saving, make sure you’ve set fields for each signer
You’re all set and ready to use your template when drafting a lease agreement. Note: You can only use one (01) template when drafting a lease agreement.
Note: Lease templates for eSignature will not be able to be used until our new integration is fully released in the fall.