How to use WhatsADocSignoff

Click New Campaign in the top-right. Walk through the steps:

• Details — enter a title, description, and how many days between reminders.
• Document — upload a file (PDF, image, Word, Excel, PowerPoint or text, max 10 MB) or paste a OneDrive / SharePoint link. For OneDrive links, ensure the share permission is set to "Anyone with the link can view" so recipients can open it without signing in.
• Contacts — upload a CSV or type names, phone numbers, and/or WhatsApp usernames directly into the table. You can edit, remove, or add individual contacts before launching. At least one identifier (phone or username) is needed per contact. Review the summary on this step, then click Launch to start your campaign.

Once launched, open the campaign and go to the Messagestab. A 6-digit access code is generated automatically for every campaign. Copy the group message — it already includes the secure portal link and the access code — and paste it into your WhatsApp group. Everyone in the group uses the same link; there's no need to send individual links.

For one-on-one messages, you can copy a personalised message from the same tab — it uses the same link and access code as the group message, just addressed to the individual by name.

The dashboard shows live counts of total contacts, signed off, and pending. The Contacts tab lists every recipient with their current status and sign-off time, so you always know who still needs to act.

Recipients who haven't signed off within your reminder interval are flagged as Reminders Due. Go to the Reminderstab to generate a WhatsApp reminder message for them, then mark each reminder as sent once you've posted it in the group. Reminders are also flagged automatically by a daily check.

When every contact has signed off, the campaign is automatically marked Completed and you'll receive an email summary with the full sign-off audit trail. For cases where a campaign should be closed before everyone has signed off — for example, a staff member who has left or is no longer relevant — click Mark Completed on an active campaign. This closes the campaign and sends the same completion summary email. You can then download a PDF report from the app for your records. A weekly progress report is emailed to you for any still-active campaign.

On any campaign, click Audit PDF to open the audit log, which lists each contact, their status, and sign-off timestamp, and download a PDF copy for your records. Use Export CSV to download the same audit data — contacts plus any campaign log notes — as a spreadsheet.

For active campaigns you can Cancel (stops reminders and reports), Mark Completed (closes the campaign and emails a summary), or Archive (hides from the main list but keeps the records). To view archived campaigns, click the Archived link in the campaign list, or the Archived campaigns button on the empty dashboard. Archived campaigns can be unarchived anytime. Use Delete to permanently remove a campaign and all its contacts.

While a campaign is active, you can edit its details (title, description, reminder interval, and document) at any time via the Edit button — recipients won't need to re-confirm.

The free plan lets you run up to 3 campaigns at a time. Upgrade from the Upgrade page to create unlimited campaigns. Each campaign also has an append-only notes log— timestamped entries that are included in the CSV and PDF audit exports for an audit-ready trail of context and decisions.

Rostered reminders let you stagger when each person first becomes due for a reminder and at what cadence, all within a single campaign — so colleagues on leave or rostered days off can enjoy their full time off without work interference. Follow-ups land when they're actually back on deck, not mid-holiday.

• On the Contacts step of the wizard, turn on Roster-style Reminder scheduling to reveal two optional columns: reminder_start (a date in YYYY-MM-DD format, e.g. 2026-09-15) and reminder_interval_days (a positive number of days).
• The first reminder for each contact is calculated from that contact's reminder_start date, and reminders then recur at that contact's own interval. Leave either field blank to fall back to the campaign default for that person.
• Only contacts whose own schedule says they are due appear in the Reminders tab and in the reminder email sent to you — so you never have to manually filter who to follow up.
• The toggle is set at campaign creation and cannot be changed after launch, but you can still edit an individual contact's start date or interval at any time from the Contacts tab to adjust someone's roster as circumstances change.