One campaign, many signers, separate records
A business may need signatures from 80 franchise partners, 300 customers acknowledging updated terms, or a list of vendors renewing a standard agreement. The recipients are known, but each person must receive an independent request and have an independently trackable result.
UnderSign Bulk Signing is designed for this kind of repeated work. A CRM or related workflow can prepare a validated recipient list and initiate separate signature requests, subject to the configured API capabilities and current limits.
Good candidates for bulk signing
- Updated terms or policy acknowledgements for existing customers
- Vendor or partner agreements
- Annual declarations and standardized renewals
- Event-related agreements sent to registered attendees
- Staff or contractor acknowledgements, where the organization's HR and privacy requirements are met
Bulk signing is less appropriate when every agreement needs significant individual negotiation or when the recipient data has not been reviewed.
From CRM list to completed batch
1. Build the audience. Select records using clear criteria, such as active customers whose agreement version is outdated. Exclude records that are already complete or otherwise ineligible.
2. Validate the data. Confirm recipient email, legal entity, required document fields, and a stable CRM identifier. Flag duplicates and missing values before sending.
3. Freeze the document version. Ensure the batch uses the approved template and terms.
4. Create the batch. Start the bulk process and preserve a batch identifier plus the source-list reference. Each signer should receive a separate request.
5. Track each outcome. Reconcile sent, completed, declined, expired, and failed requests individually where those states are available. A batch should not be marked complete simply because the initial API call succeeded.
6. Resolve exceptions. Correct invalid emails, investigate failed requests, and retry only when it is safe to do so. Avoid creating duplicate active requests for recipients whose original requests were already created.
Bulk Signing is not the same as a public link
Bulk Signing is for known recipients: the business has a list and wants each person to receive a request.
A public Signing Link or QR code is for unknown or self-initiating signers: a person opens a link or scans a code and starts their own signing session. It can suit an event desk, reception, public waiver, or open registration form.
A standard request sits between these patterns when a single known recipient needs a single agreement. The delivery method should reflect the business process.
What to plan for before a large run
Set a reasonable batch size, respect API rate limits, log each result, and make retries idempotent where the available API design allows it. Decide who can approve a batch, who can stop it, and how to respond if the template is found to be wrong after sending begins. Keep the recipient list and result mapping protected because they may contain personal or commercial information.
UnderSign offers a forever-free e-signature SaaS option. For a high-volume CRM workflow, verify current API access, quotas, and any plan-specific constraints, then run a small pilot before sending to the full audience.
Frequently Asked Questions
Can Bulk Signing send a separate request to each CRM contact?
That is the intended pattern: each recipient receives an independent signature request. Confirm that the integration maps every result back to the correct CRM record.
Can I send bulk agreements from Salesforce, HubSpot, or Zoho CRM?
An API-based integration can use data from these CRMs when the required access and mapping are configured. Do not assume a prebuilt connector is available.
What happens if some recipients fail?
Track failures per recipient, correct the underlying issue, and retry only the affected requests when safe. Do not restart the entire batch blindly.
When should I use a QR code instead?
Use a public Signing Link or QR code when people initiate signing themselves and are not known in advance. Use Bulk Signing when the business already has a list of recipients.