E-signing leases: signers, signing order, and countersigning

E-signing is built into Leasing and the resident portal. You don't need to print, scan, or pay for a separate e-sign service. Leases are generated from your own lease document; see Lease templates.

Who signs

On the lease wizard's Signers step, the applicant is already listed. Add signer brings in more people from Approved applicants, Current tenants or New person (name and email). Each one is either a Tenant or a Co-signer.

• A co-signer is tied to the tenant they guarantee, shown as "Co-signing for".
• Every signer needs their own email.
• You, the landlord, aren't on this list. You sign last, by countersigning.

Signing order

• All at once invites everyone immediately, and they sign in any order.
• In order invites one person at a time. The next signer is invited automatically when the previous one finishes. Drag the signer cards to set the order.

Nexxus defaults to whichever order you used last.

Sending

Finish the wizard with Generate lease, which stores the PDF so you can preview every page. Then click Approve & Send. If you close the wizard after generating, the Lease desk shows Send to applicant portal. Before it's sent, Edit draft lets you change the terms.

Each invited signer gets a "Your lease is ready to sign" email with their own link. It opens only their place on this lease, once, from an account at the address it was sent to, and it lasts 14 days. People who already have a portal account just sign in. Everyone else creates one from the link.

If an invitation email doesn't go out, because Resident & owner emails are turned off for your company or the address was refused, the lease is still sent. The Lease desk warns you and your team gets a bell, until you resend it or use Copy link.

What signers do

1. In the resident portal, the signer opens the lease with Review & sign.
2. They accept the electronic-signature consent, enter their full legal name and initials, and adopt a signature by typing or drawing it.
3. They click each highlighted Initial here and Sign here box in the document, then press Sign lease agreement.

Tenants also initial every initials line your lease has; co-signers only sign. The signing time is recorded automatically.

Tracking progress

The application's Lease desk shows where each signer stands: Invited, Viewed, Up next, Waiting for turn or Signed. Your team gets a bell as each person signs. Audit trail opens the full signature record, including times, IP addresses and consent version.

Resend invite on the Lease desk sends the invitation again to a signer who hasn't signed yet. With In order, only the signer whose turn it is can get a resend. Each signer can get at most one resend a minute. If Resident & owner emails are turned off for your company, or the email can't be sent, no email goes out and the desk tells you why. A resend sends a new link and the old one stops working, so a signer who lost the email or let the link expire just needs a resend.

Copy link, on the same form, gives you a fresh link to hand to the signer yourself when email can't reach them. It replaces their old link, works once, and only from an account at the address on the lease, so a link that goes astray can't be used by anyone else.

Correct signer on the Lease desk fixes the name or email of a signer who hasn't signed. Their old link stops working, a new one goes to the corrected address, and the audit trail records both. The lease text doesn't change: if a name printed inside the lease is wrong, void and reissue it. At move-in, the booking, the tenant role and the signer's application documents and phone number all go to the corrected person, so correct a signer only to the person those belong with.

If a signer opens their link while signed in to an account at a different email, they're asked to contact you: use Correct signer if the address on the lease is the wrong one.

If a signer's link was opened from an account that isn't theirs, their seat is held by that account (Correct signer shows Seat held). Open Correct signer and save it without changes: Release the seat and send a fresh link takes the seat from that account and emails a new link to the address on the lease (if signers go in order, once it is their turn). The audit trail records it.

Countersign and execute

When every signer is done, you get a "countersign needed" email and bell, and Countersign & execute appears on the Lease desk.

1. Review the signed agreement and accept the consent.
2. Enter your full legal name and, optionally, your Title / capacity.
3. Adopt your signature and click your field in the SIGNATURES section.
4. Execute.

The resident is emailed that the lease is fully executed, and Move to Tenant becomes available; see the leasing pipeline.

The executed lease never changes

The executed PDF is your lease plus a Certificate of Electronic Signature page. The certificate lists every signer with their signing time, IP address and consent, plus a fingerprint (SHA-256) of the document.

Each lease also keeps a frozen copy of the template it came from, so editing or archiving a template never changes a lease already out. Nothing changes a signed lease afterward: not a rent change, not a settings change. If terms change mid-lease, see Rent changes mid-lease.

Where signed leases live

• On the application: View lease on the Lease desk.
• On the tenant's page, after Move to Tenant: the Lease Terms tab has View signed lease, Download PDF and Send copy to tenant. The Documents tab holds the signed lease too.
• In the resident portal: under Lease and Documents.

Common questions

• Can I use my own lease? Yes, and it's required: import it once under Settings → Lease Templates.
• Can I e-sign a renewal for a current tenant? Leases are generated from an application in Leasing. A current tenant can be added as a signer, but the tenant page has no generate-lease button.
• Wrong terms? Fix them with Edit draft before sending. Once a lease is out for signature, Void lease on the Lease desk withdraws it, any time until you countersign. It's refused while money is recorded against the lease. The reason you give stays with your team in the audit trail. Signers the lease already reached are emailed that it was withdrawn, and keep a read-only "Withdrawn — not in effect" copy in their portal. Void & reissue (or Reissue on a withdrawn version) opens the lease wizard with the voided version's terms so you can send a corrected lease.