VMS Kiosk Documents lets you ask visitors to review and sign required documents — like NDAs, liability waivers, and safety policies — as part of their visit. \

Visitors can sign from their phone before they arrive, or complete any outstanding documents right at the kiosk during check-in. Every signature is captured through DocuSign, and signed copies with audit certificates are stored securely in Kadence.

This article covers setup and management — for what visitors experience, see Signing Documents as a Visitor.

Note: VMS Kiosk Documents is a paid add-on. If you don't see the Documents section in your building settings and would like to use it, reach out to your CX rep or contact us at [email protected].

Before you begin

Make sure you have the following in place:

Visitor Management is enabled and your building has at least one VMS Kiosk set up
Kadence has enabled the Documents feature for your account (see the note above)
The documents you want visitors to sign are ready as PDF files (up to 10 MB each)
You've decided, per document, how visitors should sign (tap to accept or draw a signature) and how often returning visitors should re-sign

Who can do this?

	Global Admin	Building Admin	Safety Admin
Add and configure documents	Yes	Yes	No
Upload and publish new versions	Yes	Yes	No
View document status on a booking	Yes	Yes	Yes
Download signed documents & audit certificates	Yes	Yes	Yes
Mark documents as manually completed	Yes	Yes	No
Include signed documents in a bookings export	Yes	Yes	Yes

Coordinators, Booking Schedulers, and employees don't have access to document configuration or signed document records.

Step 1: Create your document

Go to Buildings > Edit Building > Visitor Management and find the Documents section.
Click 'Create document'.
Document name – Give it a clear name visitors will recognize, e.g. "Safety briefing" or "Visitor NDA".
Choose PDF file – Upload the first version of the document visitors will sign. PDF only, up to 10 MB.
Signature method – Choose how visitors sign this version:
- Tap to accept – A single tap confirms agreement. Best for policies and briefings.
- Draw signature – The visitor draws their signature on screen. Best for NDAs and waivers.
Validity – Choose how often returning visitors sign:
- Sign every visit – The document is presented on every visit.
- Re-sign after a number of days – A signature stays valid for the number of days you set (1–365), then the visitor is asked again.
- Sign once, until a new version is published – A signature stays valid until a new version of the document goes live.
Go live date – Today publishes the document immediately. A future date schedules it to go live automatically on that date, in the building's local time zone.
Enable document in check-in – Leave this on so visitors are asked to sign the document during check-in. You can enable or disable it later from the documents list at any time.
For Draw signature documents there's one extra step — 'Add signature fields'. The DocuSign editor opens in a new tab: drag the signature, initials, and date fields onto the document where visitors should sign, then click 'Save and Close' in DocuSign to return to Kadence automatically.

That's it. As soon as the go-live date arrives (immediately, if it's today), the document is shown to visitors, as long as it's enabled.

Step 2: Enable or disable a document

The status badge on each document shows Live or Disabled. Use the actions menu to 'Enable' or 'Disable' a document at any time — disabling removes it from the visitor flow without deleting it or its signing history.

Note: A document that visitors have already signed can't be deleted — disable it instead. Its signing records stay available in the compliance view and exports.

Step 3: Order your documents

If you have more than one document, drag the rows to set the order visitors see them in — both on the pre-arrival page and at the kiosk.

Updating a document (versions)

When your legal text changes, upload a new version — the document keeps its name, its place in the order, and its full signing history.

Open the actions menu on the document and click 'Upload new version'.
Choose the new PDF, then set the Signature method and Validity for this version — each version carries its own signing settings.
Set the Go live date — today publishes the version immediately; a future date schedules it to go live automatically, in the building's local time zone.
For Draw signature versions, place the signature fields in the DocuSign editor, just like when creating a document.

Visitors always sign the most recent version whose go-live date has arrived — until then, the current version stays live. Click 'Show version history' on a document to see the timeline: each published version with its signature method and validity, plus any Upcoming version. For a scheduled version, use 'Change publish date' to move its go-live date, or 'Delete scheduled version' to remove it — the current live version simply stays live.

Note: A version's signature method and validity can't be changed once it's published. To change how a document is signed, upload a new version with the new settings. 'Edit document' changes the name only.

Publishing a new version invalidates prior signatures where it matters: a visitor who pre-signed the old version before their visit will be asked to sign the new version at the kiosk, and documents set to "Sign once, until a new version is published" reset for returning visitors.

Checking document status on a booking

Every guest booking at a building with documents gets a Document compliance section on the booking record, so reception and admins can see exactly where a visitor stands — no chasing.

Each document shows one of the following statuses:

Pending – Not signed yet.
Signed – Signed before arrival via the pre-arrival page.
Signed at kiosk – Signed during check-in at the kiosk.
Manually completed – Marked complete by an admin, with the reason shown (e.g. "Paper NDA signed at reception").
Canceled – No longer required, for example after a new version replaced it.

For signed documents you can:

Download the signed PDF.
Download the audit certificate – DocuSign's certificate of completion with full signer metadata (timestamps, IP address, authentication method). This is your authoritative compliance record.

If something goes wrong: manual completion

If DocuSign is ever unavailable, or an envelope is declined or voided, the booking is flagged with a clear banner in the Document compliance section — for example, "DocuSign is currently unavailable. The signing request for this booking could not be sent. You can resolve compliance manually."

You can then fall back to paper and keep the record straight:

Click 'Mark manually completed' on a pending document (or 'Resolve all documents manually' to complete everything on the booking at once).
Enter a reason, e.g. "Paper NDA signed at reception".

Manually completed documents are recorded distinctly in the audit trail — they show the reason instead of a signed PDF, and they're clearly flagged in exports.

Exporting signed document records

For audits, you can export signed documents in bulk from the Bookings page.

Use the filters to narrow the list — including the Document filter (only bookings involving a specific document) and Documents pending filter (only bookings with unsigned documents). Combine with your usual building and date range filters.
Click Export.
Check 'Include signed document records' — the export then bundles the signed PDFs and DocuSign audit certificates alongside the booking data. Leave it unchecked for booking data only.

Bookings with manually completed documents are included and flagged as manual completions with their reason — no digital signed record is attached for those.

FAQs

Which kiosk devices support document signing?

All of them — document signing works on Neat Frame devices, Android tablets, and iOS devices such as iPads, using both tap-to-accept and drawn signatures on the touchscreen.

What happens when we update a document?

Upload a new version and set its go-live date. From that date, visitors sign the new version — including visitors who pre-signed the old version before their visit; they'll be asked to sign the updated version at the kiosk. Signatures on documents set to "Sign once, until a new version is published" reset when the new version goes live.

Can I change a document's signature method or validity?

Each version carries its own signature method and validity, fixed when it's published. To change them, upload a new version with the new settings — it takes over on its go-live date. Edit document changes the document's name only.

What happens if DocuSign is unavailable?

The visitor won't be able to sign at the kiosk and will be directed to reception. The booking is flagged in the Document compliance section with a clear banner, so your team can fall back to paper and mark the documents as manually completed with a reason. The manual record is kept distinct in the audit trail and in exports.

How long does Kadence keep signed documents?

Signed PDFs and audit certificates are retained for 7 years from signing. If your industry needs longer, contact your CX rep — extended retention can be configured for your organization.

Do we need a DocuSign account?

No. Signing is powered by DocuSign behind the scenes, but everything — configuration, signing, storage, and retrieval — happens in Kadence. Neither your team nor your visitors ever need to log into DocuSign.

What file types can we upload?

PDF only, up to 10 MB per file. Each building configures its own documents — a document belongs to one building.

Does a signature at one building count at another?

No. Validity is per building. A visitor who signed your London NDA will still be asked to sign at your New York building, even if it uses the same PDF.

What's the difference between the signed PDF and the audit certificate?

The signed PDF is the document itself with the visitor's signature. The audit certificate is DocuSign's certificate of completion — timestamps, IP address, and authentication details. For audits, the certificate is the authoritative record, and both are downloadable per booking or in bulk.

Can different visitors or visitor types see different documents?

Not currently. Documents are configured per building, and every visitor to that building is asked to sign the same set of enabled documents.

Can Kadence fill the visitor's details into the document automatically?

No. Documents are presented exactly as uploaded — the PDF isn't personalized with the visitor's name or booking details. The signature, timestamp, and signer identity are captured in the signing record and audit certificate instead.

VMS Kiosk Documents: Setup and Management