Frequently Asked Questions

Go to Settings > Security from the user menu. Click "Enable 2FA" and scan the QR code with an authenticator app like Google Authenticator or Authy. Enter the 6-digit code to complete setup. You'll also receive backup codes - store these safely for account recovery.

Organization owners and admins can invite team members by going to the Team page from the main navigation. Click "Invite Member", enter their email address and select their role. They'll receive an email invitation to join your organization.

Click "Forgot Password" on the login page and enter your email address. You'll receive a password reset link valid for 1 hour. If you're logged in, go to Settings > Security to change your password directly.

Use one of your backup codes during login instead of the 6-digit code. If you've lost your backup codes too, click "Lost access to authenticator?" on the 2FA screen to request a reset. For security, there's a 24-hour waiting period before the reset takes effect.

Go to Documents and click "New Document". Upload a PDF file, add the signers' email addresses, place signature fields where needed, and set an optional deadline. Click "Send for Signature" to notify all signers via email.

Go to Templates and select the template you want to use. Click "Use Template" to create a new document with pre-configured signature fields. Fill in any required information, add your signers, and send for signature. Templates save time for frequently used document types.

Go to Templates and click "Create Template". Upload your base document, define placeholder fields for signatures, dates, and text inputs, then save. You can set default signers, field positions, and workflow rules that apply each time the template is used.

Go to Templates from the sidebar to see all your document and log templates. Document templates are shown on the default tab, and log templates can be found by clicking the "Logs" tab at the top of the Templates page.

When creating a document, add multiple signers and choose either sequential or parallel signing. Sequential signing ensures signers receive the document in order (e.g., employee signs first, then manager). Parallel signing allows all parties to sign simultaneously.

Continuous logs let you add signed entries to the same document over time — ideal for site visit logs, batch records, and training records. Here's the full workflow: (1) Go to Templates > Continuous Logs and click "Create Template". Choose "Log Template", upload your PDF, configure static fields (values that appear on every page like Protocol Number or Site Name), and review. (2) Once your template is saved, go back to Templates > Continuous Logs and click "Use Template" on the template you just created. Fill in a log name and your static field values, then click "Create Log". (3) Open the log and click "+ Add Entry". Place signature and date fields on the document, fill in the entry details, assign signers, and submit. (4) Signers receive an email, authenticate with 2FA, and sign. Once all signatures are collected, the entry is permanently burned into the PDF with a full audit trail. Repeat for each new entry. Watch our step-by-step video tutorial for a complete walkthrough.

You can find your continuous logs in two ways: go directly to Digital Logs from the sidebar, or go to Documents and click the "Logs" tab at the top of the page. Both views show all your active and completed logs, where you can open any log to add entries, review signatures, or export it.

Open the document from your Documents page. Once all required signatures are collected and the document is completed, click the "Download" button to get a PDF copy with all signatures and an embedded audit trail.

Open the document from your Documents page and click "Cancel" or "Void". This will notify all signers that the request has been cancelled. Note: You can only cancel documents that haven't been fully signed yet.

Each signed document includes a unique verification code and QR code. Visit the verification page at /verify (or scan the QR code) and enter the document's verification code. The system will confirm the document's authenticity, show all signatures, and display the complete audit trail.

Open any document and click the "Audit Trail" tab. This shows a complete history of all actions: when the document was created, viewed, signed, and by whom. Each entry includes timestamps, IP addresses, and authentication details for compliance purposes.

Organization admins can access Audit Logs from the user menu. Use filters to select the date range and event types needed, then click "Export" to download a detailed CSV or PDF report suitable for regulatory audits.

FDA 21 CFR Part 11 establishes requirements for electronic records and signatures in regulated industries. Certivo ensures compliance through secure authentication (including mandatory 2FA), complete audit trails, tamper-evident documents, and time-stamped electronic signatures.

Certivo supports three signature methods: drawing your signature using a mouse or touchscreen, typing your name to generate a signature, or uploading an image of your signature. All signatures are captured with timestamps and audit trails for compliance.

Go to Settings > Signature Settings from the user menu. Draw or upload your signature and initials, then click "Save". Your saved signature will be available for one-click signing on future documents.

Owners have full control including billing, team management, and compliance settings. Admins can manage team members, view analytics, and access audit logs but cannot modify billing. Members can create and sign documents but cannot manage team settings.

Go to the Team page, find the team member, and click "Edit" or the role dropdown. Select the new role and save. Note: Only owners can promote someone to admin, and there must always be at least one owner.

Go to the Team page, find the team member, and click "Remove". They will lose access immediately but their past signatures remain valid. Documents they created will be reassigned to the organization owner.

Organization owners can manage billing by going to Settings > Billing from the user menu. Here you can view your current plan, upgrade or downgrade, and update payment methods.

Yes, Certivo is fully responsive and works on smartphones and tablets. You can review documents, sign, and manage your account from any modern mobile browser. For the best signing experience, we recommend using a tablet or desktop.

Documents with deadlines that pass without all signatures being collected are marked as expired. The document owner can extend the deadline or create a new signing request. Signers will be notified of any deadline changes.

All documents are encrypted at rest using AES-256 (AWS KMS) and in transit using TLS 1.2+. Documents are stored in AWS S3 with versioning and redundancy across multiple availability zones. The database is backed by AWS RDS PostgreSQL with automated daily backups. Access is controlled through role-based permissions and all access is logged for audit purposes.