Last updated
Feb 9, 2026
Company signatories are the authorized individuals within your client's organization who can legally sign documents on behalf of the company. These are typically executives like CEOs, Presidents, or other officers who have been granted signature authority through corporate bylaws or board resolutions.
Why company signatories matter:
Documents cannot be sent for signature without at least one configured signatory
Email accuracy is critical for successful document delivery through the signing workflow
Proper titles ensure legal validity of executed documents
Having multiple signatories provides flexibility when primary signers are unavailable
Without properly configured company signatories, you cannot send any option grants for signature through the platform.
When to Configure Signatories
Configure signatories early in the company onboarding process - ideally during the initial company setup, before you need to generate or send any documents for signature.
Timing is critical because:
Document generation workflows require an active signatory
You cannot complete option grant processes without configured signers
Setting up signatories takes time to verify contact information
Personnel changes may require updating signatory information
Best practice: Set up at least one primary signatory immediately after company creation and before uploading any signing templates or processing option grants.
Accessing Company Signatories
From your company dashboard, click Settings in the left sidebar
Click Signing in the settings menu
You'll see two tabs:
Signing Templates (for document templates)
Signatory (for company signatories)
Click on the Signatory tab
What you'll see
The signatories section displays:
A table showing all configured signatories with their names, titles, email addresses, and status
The current active signatory marked with a checkmark and "Current Signer" label
An Add signatory button in the top-right corner
Action buttons for each signatory (Make company signatory, Edit signatory, Delete signatory)
A note at the bottom: "*You can select a single signer for your organization"
If no signatories are configured yet, you'll see an empty table with the message "No signatories found."
Adding Company Signatories
Required Information
Before adding a signatory, gather the following information:
Email Address - Must be accurate and actively monitored (this is where signing notifications are sent)
Signing Alias - The name that will appear on signed documents (can be different from their full legal name)
Signing Title - Their official corporate title (e.g., "Chief Executive Officer", "President", "Secretary")
Step-by-Step Process
Click "Add signatory" in the top-right corner of the Signatory tab
Choose from existing company users (if available):
If the person is already a user in the company, click the Company Users dropdown
Select their name from the list
Their email and name will be automatically filled in
You'll still need to add their signing title
Fill in required information:
Email: Enter their business email address (double-check for accuracy)
Signing alias: Enter the name as it should appear on documents
Signing title: Enter their official corporate title
Review the description:
Note that "The signing alias and title will appear on documents sent for signature as the signatory's name and title"
Ensure all information is accurate as it will be legally binding
Click "Add signatory" to save the configuration
Email Address Accuracy
Critical importance: The email address must be completely accurate because:
Document signing notifications are sent to this address
If the email is incorrect, the signatory won't receive signing requests
Failed email delivery can delay or block the entire signing process
You'll need to reconfigure and resend documents if email addresses are wrong
Verification steps:
Double-check spelling of email addresses
Confirm the signatory actively monitors this email
Test by sending a test email before processing important documents
Ensure corporate email security settings won't block signing notifications
Managing Multiple Signatories
Primary vs. Backup Signatories
While you can add multiple signatories to your organization, only one can be designated as the "current signer" at any given time. This is the person who will receive signing requests for all outgoing documents.
When to set up multiple signatories:
CEO transitions: When leadership changes, you'll need both outgoing and incoming executives
Backup signers: For situations when the primary signer is unavailable (travel, vacation, illness)
Authorized officers: Some companies have multiple people authorized to sign certain document types
Setting the Current Signatory
To change which signatory is currently active:
From the signatories table, find the person you want to make the current signer
Click the three-dot menu next to their name
Select "Make company signatory" from the dropdown
The system will update to show them as the current signer
Previous current signer will remain in the system but no longer be marked as current
Note: You cannot delete a signatory who is currently marked as the active signer. You must first designate someone else as the current signatory before removing them.
Handling Personnel Changes
When a Signatory Leaves the Company
Scenario: Your client's CEO leaves and a new CEO joins the company.
Step-by-step process:
Add the new signatory first:
Click "Add signatory"
Enter the new CEO's information
Include their correct title and email address
Make the new signatory current:
Use "Make company signatory" option for the new person
This ensures all future documents go to the right person
Remove the former signatory:
Once the new person is set as current, you can delete the former signatory
Click the three-dot menu next to the former signatory's name
Select "Delete signatory"
Confirm the deletion
Important: Complete this process promptly to avoid documents being sent to former employees who may no longer have access to company email.
When a Signatory's Information Changes
Scenario: The current CEO gets married and changes their last name, or moves to a new email address.
Process:
Click the three-dot menu next to their name in the signatories table
Select "Edit signatory"
Update the changed information:
Change signing alias if their name changed
Update email address if it changed
Modify title if their role changed
Click "Save" to apply the changes
Note: You cannot edit the email address if they're linked to an existing company user account. You'll need to update their user profile separately.
Impact on Signing Workflows
How Signatories Are Used
When you generate documents for signature through Mantle:
The current signatory automatically becomes a required signer on the document
Their signing alias and title appear in the signature block
They receive email notifications at their configured email address
Their signature order is determined by the signing template configuration
Document Types and Signing Authority
Different document types may require different signature authority levels:
Option agreements:
Usually require CEO or President signature
May require additional corporate secretary signature for some companies
Board resolutions:
Typically require corporate secretary or assistant secretary
Some resolutions may need CEO signature
Stock purchase agreements:
Usually require CEO or President
May need additional officer signatures depending on amount
Best practice: Ensure your signatory titles match the signature authority requirements in your client's corporate documents and bylaws.
Best Practices
During Company Onboarding
Set up signatories early - Do this before uploading signing templates or processing option grants
Verify email addresses - Send test emails to confirm delivery
Confirm titles - Match signing titles to corporate bylaws and board resolutions
Document the process - Keep records of who has signing authority and when it was granted
Ongoing Management
Regular reviews - Check signatory information quarterly or when personnel changes occur
Update promptly - Make changes immediately when executives leave or join
Maintain backups - Keep secondary signatories configured for business continuity
Monitor email delivery - Ensure signing notifications are being received and acted upon
Security Considerations
Limit signatory access - Only add people who truly have legal signing authority
Monitor signing activity - Track who signs what documents and when
Regular audits - Periodically review all configured signatories for accuracy
Corporate compliance - Ensure signatory setup matches corporate governance requirements
Common Issues and Troubleshooting
"No signatories found" Error
Problem: You're trying to send a document for signature but get an error message.
Solution:
Verify at least one signatory is configured in the Signing settings
Ensure the signatory is marked as the "current signer"
Check that their email address is valid and active
Email Delivery Problems
Problem: Signatory reports not receiving signing notifications.
Troubleshooting steps:
Check email address accuracy - Look for typos in the signatory configuration
Verify spam/junk folders - Signing emails may be filtered
Corporate email security - Check if company firewall blocks external signing services
Test email delivery - Send a manual test email to the same address
Solution: Update the email address in signatory settings and resend the document.
Cannot Delete Current Signatory
Problem: You're trying to delete a signatory but the system won't allow it.
Solution:
First set a different person as the current signatory
Then return to delete the unwanted signatory
You cannot delete the currently active signer
Wrong Person Receiving Documents
Problem: Documents are being sent to the wrong person for signature.
Solution:
Check who is marked as the "current signer" in the signatories table
Use "Make company signatory" to change the active signer
Future documents will go to the newly designated current signer
Note: Documents already sent cannot be redirected - you'll need to void and reissue them.
Summary
Company signatories are a critical foundation for all document signing workflows in Mantle. Set them up early in the onboarding process, keep their information accurate and current, and ensure you have backup signatories for business continuity. Remember that email accuracy is paramount - incorrect email addresses will prevent documents from being signed and can delay important legal processes.