Track and complete Custom agreements

By the end of this guide you'll know where each Custom agreement you've sent stands, how to nudge or cancel a request, how to add your firm's counter-signature, and where the signed document ends up.

Open the tracking table

1. Open the holding's Agreement Templates page. It opens on the Send & Tracking tab.
2. Find the request in the table. There's one row per request, so a contact you've sent more than one agreement to (or the same agreement twice) has a row for each.
3. Use the row's status and Next Signer to see where it stands, then pick an action from the row's actions.

What each column shows

• Status: the request's current status as a colored badge, for example Pending before anyone has signed. A request is in progress until every signer has signed, and then it's completed. A canceled or declined request stays in the table with its final status.
• Contact: the investor the request was sent to.
• Next Signer: the role whose turn it is to sign, or - when nobody is left. Hover the info icon beside the role to see everyone still to sign, in order, each shown as role and email.
• Signed: the roles that have already signed, in signing order, or - when nobody has. This column is hidden by default; turn it on from Columns.
• Sent: when the request was sent.
• Last remind: when you last sent a reminder for the request, in the same date format as Sent, or - if you never have.

Remind the current signer

1. Find a request that's still in progress and isn't waiting on your firm's counter-signature.
2. Select Remind in the row's actions.
3. The current signer receives a reminder email branded with your firm that names the holding and links to your investor portal. Last remind updates to show the new date.

A reminder doesn't create a new request and doesn't change who signs next. Remind isn't offered on requests that are completed, declined or canceled, or while the request is waiting for your firm to sign.

Cancel a request

1. Find the request while it's still in progress.
2. Select Cancel in the row's actions.
3. The row's status changes to canceled right away, and Remind and Cancel are no longer offered on it.

Counter-sign for your firm

When a Custom template includes a GP counter-signature, your firm always signs last. Every other signer completes first, then the request waits for you. There's no separate signing page for your firm: you sign from the tracking table.

1. When every other signer has finished, your team is notified, and Sign appears in that request's row actions.
2. Select Sign. The agreement opens in a signing dialog inside Covercy One.
3. Review the agreement, add your signature, and finish signing. The request completes and the signed document is filed.

The email your team receives when someone signs

Every active member of your team gets an email from Covercy One each time a signer other than your firm completes a Custom agreement. That includes the last signature before your firm's counter-signature, so on a Custom agreement every signer's completion produces a message. Nobody gets this email when your firm signs last.

• The subject and the opening sentence read {Signer name} ({Role}) has signed the {template} for {holding}. If the signer has no name on file, their email address is used instead.
• When the request has two or more signers, the email then shows a Signing Progress: list of every signer in signing order, with a check beside those who have signed and ☐ — Pending signature beside those who haven't.
• When the agreement has only one signer, for example an investor signing alone with no GP counter-signature, there's no Signing Progress: list.
• A Custom agreement email names no investment amount and no investing entity. The email you get for subscription agreements can include the amount and the investing entity, so expect the Custom email to be shorter.

Where the signed document goes

Once everyone has signed, the signed document is saved to the holding's Document Center, in the folder chosen under Post Signing on the template. If no folder was chosen, or that folder no longer exists in the holding, it's saved in the holding's Other folder. File names include the investor, so several signed copies in one folder stay easy to tell apart.

• With Share with investor on, the signed document is shared with every signer who isn't from your firm (the investor and any extra roles, such as a Witness). Each of them can view and download it in your investor portal, and each receives an email branded with your firm with the signed copy attached.
• With Share with investor off, the signed document stays with your team only. Nothing is shared and no signed copy is emailed.
• Back on Send & Tracking, the row now shows a preview icon (the eye) and a download control in its actions. The eye opens the document preview; download saves the file without opening the preview.

Check that it worked

A finished request shows a completed status, Next Signer shows -, and the preview eye and download control appear in the row's actions. Open the eye to check the signed document, or open the template's destination folder in the Document Center to find the file. If a signed document doesn't appear after everyone has signed, contact Covercy support.