Most of the documents available in this section are PDF documents. In order to open these documents, you will need Adobe Reader version 7 or later installed on your computer.

If you don't have Adobe Reader version 7 or later installed on your computer, you can freely download and install the software from the Adobe website. Please click here to download the software or copy and paste the following URL in the "address" line in your web browser:

https://get.adobe.com/reader

If you have an older version of Adobe Reader installed on your computer, you will see the following error message when you try to open the attachment:

There was an error opening this document. This viewer cannot decrypt this document.

Please upgrade your current version of Adobe Reader by downloading the newer version from the Adobe website.

No, only the person who sets up the document can see the signatory details. 

An example is a document is sent to a tenant and the landlord for signing, can the tenant see the landlord's email address? 

In this example, the tenant would be able to see details of landlord if they have been completed on the document prior to being sent. However if the tenant downloads the document after all parties have signed the tenant would then be able to see the name of the Landlord but no of the landlord's contact details.

Once a document has been sent for signature you are not able to edit the document. 

This was done purposefully to avoid issues where a document is being edited while a signatory is in the process of signing.

This ensures the signatory is signing and agreeing to terms and conditions that can’t be changed while they are reviewing the document or after they have signed the document.

You can only edit a document that is still in the four step setup process or in a status prior to “Awaiting Signature”.

If you find you have made a mistake after it has been sent for signing, you should contact the signatory to explain, and create a new document that can be sent to the signatory.

To edit a document that is still in progress, double click on the document and continue the 4 step process.

Open eSign, find the document that has not been signed and select Manage> View document

·                       Select Signatories on left hand navigation

·                       Click “Pen” icon next to the signatory

·                       Confirm all information is correct.

o  If there is a mistake or needs to be updated, type over existing cellphone or email address.

o  Click “Save”

·                       Click “Resend Link” and the signatory will receive a new email asking them to sign your document.

Yes, copy and paste the URL received on the setup form onto your advert and anyone will be able to click the link and apply.

eSign is an online platform that allows you to send TPN documents for an electronic signature as well as manage documents in one easy to use place from any device.  

 Your clients will be able to read, sign and return the documents using their mobile phone or any device with a browser and access to data.

There is none of the hassle of printing documents, signing and scanning them in, making getting your contract signed easy!

TPN can also offer your company a customised solution where you can edit the standard TPN Documents and add your own unique documents allowing you to have full control over what documents agents or practitioners in your company can see and send. 

Call us now and ask about DocPack. 

Access to eSign, the TPN electronic signatures solutions, is free to all current subscribers of the TPN Packs. 

This includes:

• Residential LeasePack; 

• Commercial LeasePack, and 

• HR Pack. 

Find out more here 

If you already subscribe to our pack, please use one of the methods below to access eSign: 

1.   Log onto the TPN shop (shop.tpn.co.za) ,

·        Select My Products

·        Select the Pack and document you want to create 

·        Click the green eSign logo

·        The Document will create in your preferred browser

2.   Log onto  https://esign.tpn.co.za/  

·        enter your TPN Credit Bureau username and password

·        On the top navigation click “Documents”

·        Click “Create Document” block

·        Select the pack your eDocument is in

·        Select the folder

·        Select your Document

·        Select eSign button

Timesaving Tip: Save https://esign.tpn.co.za as a favourite on your browser, click here to see how.

 3.   Log onto https://sso.tpn.co.za

·        Select Bureau

·        Select Packs off the blue navigation bar

·        You are redirected to shop

·        select My Products

·        Select the Pack and document you want to create 

·        select the green eSign logo

·        Document will create in your preferred browser

L      Log into eSign

·        On the top navigation bar select “DOCUMENTS”

·        Select Quick Link – Create Document

 ·        Select the Pack you would like to use: eg. Residential LeasePack

We sell various packs, currently The TPN LeasePack, Commercial LeasePack and HR Pack are available on eSign.

 ·    Find the document you would like to send, then select eSign

a

·        Follow the on-screen instructions in our 4 Step process to create and send document

NB: You can navigate between steps using the Step blocks or using the back navigation on your browser

Open eSign and select the document you have sent

·        Select View document

·        Select Signatories

·        Click “Pen” icon next to the signatory

·        Confirm information captured

·        If there is a mistake or needs to be updated, please correct by typing over existing cellphone or email address.

·        Click “Resend link”

·        Your signatory will receive the link to the email address listed

Click “Documents” on top navigation or access your documents using the quick links on your Dashboard.

·        Log into eSign

·        On the top navigation bar select “DOCUMENTS”

·        Select Quick Link – Create Document

 ·        Select the Pack you would like to use: eg. Residential LeasePack

We sell various packs, currently The TPN LeasePack, Commercial LeasePack and HR Pack are available on eSign.

 ·        Select the type of document you would like to send

·        Find the document, then select eSign

a

·        Follow the on-screen instructions in our 4 Step process to create and send document

NB: You can navigate between steps using the Step blocks or using the back navigation on your browser

Yes, you can. It’s really easy.

Watch the quick video or follow the steps below:

 On eSign click “Settings” on top navigation

 The orange block will show you which documents you can update, this functionality is only available to clients who subscribe to our word version.

 Select “Yes” to “Do you want to override the heading image on all documents?”  

 Please take note of the recommended Image size of 1580x183/pixels. This ensures the image fits to the page and uses the required size of a regular header image.

If you load an image that is too large or too small the document may not look as professional as you would like.

In the drag and drop select your image either by browsing your computer or using your mouse to drag in an image.

Click “Save” and any documents you load will now have your companies branding on them.

Yes, eSign is fully mobile responsive and compatible. You can create, view and sign documents on most smart mobile devices.

The document creator can reset the OTP to send again.

 ·        Login to eSign

·        Double click on the document the signatory is trying to access.

·        Click “Signatories” on left hand navigation.

·        Click the “pen” next to the signatory effected.

·        Click “Reset SMS Limit” 

Once done ask the signatory to click the link to the document again. The error will no longer appear and the OTP will generate as normal.

The system will allow you to add as many signatories per role as needed.  

When creating the document, click the “Add” button below each role in Step 2 and this will allow you to create multiple signatories per role.

Yes, all signatures will show on single document once they have signed. Each party will be able to download the fully signed document in PDF to keep for their records.  

Open eSign, find the documents sent and select Manage> View document

·        Select Signatories on left hand navigation

·        Click “Pen” icon next to the signatory

·     Confirm all information is correct.

·     If there is a mistake or needs to be updated, type over existing cellphone or email address.

·        Click “Save”

·        If you captured a new email address, click “Resend Link”

·        If you updated the cellphone number, ask the signatory to click link to document again and they will receive the OTP to the updated number.

An Offer to Purchase should not be signed using a digital or electronic signature.

The Electronic Communications and Transactions Act, 25 of 2002 read with the Alienation of Land Act, 68 of 1981 specifically prohibits sales documents being signed by way of electronic signature. Until such time as there is a change in legislation, all sales documents will be required to be concluded by way of handwritten signature.

Offer to Purchases not signed using wet signature may encounter issues when filed at the Deeds office and delay the sale of the property.

We have created a "WebForm" version of the document that allows you to complete the offer to purchase online and then allows you to download for signature. 

·        Open eSign, find the documents senr and select View document

·        Select Signatories on left hand navigation

·        Click “Pen” icon next to the signatory

·        Confirm all information is correct.

·        If there is a mistake or needs to be updated please correct by typing over existing cellphone or email address.

·        Click “Resend link”

·        Your signatory will receive the link to the email address listed

NB: If your signatory is still not receiving the email, please ask them to check their junk mail. 

The links are sent out via email to the email addresses you have typed in step 2.

 The first signatory will receive an email:

 · The link to the documents is included in the email on a blue block called “Open Document”,

·  Once the signatory has clicked in that block they will be taken to a web page and

· They will receive an OTP to their cell phone,

· They enter the OTP, accept terms and conditions, and open the document,

·  Complete required fields and signs. 

Once the first signatory has signed the document, you will receive an email informing you of the signature and the next signatory will receive an email and follow the same process as the first signatory.

 The link for each signatory to sign is sent in a cascading flow from the first loaded signatory and only once the document has been signed by this signatory does an email get sent to the second signatory, until the document is fully signed.

You are able to track whether the link has been sent on the Dashboard under Recent Activity or on the Documents Home page. This tracking is updated real-time and a more detailed audit process is found inside "View Document"

 The second signatory will not receive the link to sign if the first signatory does not sign.

Your signatory will receive an email from TPN eSign (noreply@tpn.co.za) called [TPN eSign] Open eSign Document.

The email shows the Steps to that need to followed to access and sign the document as per the below screenshot.

Watch a quick video now

 Email that the signatory receives: 

Typically, the signatory does not receive the OTP for one of these reasons:

Important notice: There is currently an intermittent issue whereby some international mobile numbers are NOT receiving  OTP’s via SMS from the eSign service.

This is occurring due to the mobile network provider blocking SMS's from an originating number "outside" network service providers country. Our understanding is the SMS’s are being blocked by the mobile network providers as potential spam in an effort to protect their clients and in some cases due to a change in legislation.

If this is occurring, please contact your network service provider to see if this can be resolved. 

You are able to load an international number on your signatory, but the number format needs to be in the international dialling format, with a + sign at the beginning of the number.

When loading a number with 00 in front of it you will receive an error message in the top righthand side of your screen.

The number should look as follows

NB: We do not support the “00” for international numbers.

Important notice: There is currently an intermittent issue whereby some international mobile numbers are NOT receiving  OTP’s via SMS from the eSign service.

This is occurring due to the mobile network provider blocking SMS's from an originating number "outside" network service providers country. Our understanding is the SMS’s are being blocked by the mobile network providers as potential spam in an effort to protect their clients and in some cases due to a change in legislation.

If this is occurring, please contact your network service provider to see if this can be resolved. 

You are able to send an OTP to an international number, but the number format needs to be in the international dialling format, with a + sign at the beginning of the number.

When loading a number with 00 in front of a number you will receive an error message in the top righthand side of your screen.

The number should look as follows

NB: We do not support the “00” for international numbers.

Important notice: There is currently an intermittent issue whereby some international mobile numbers are NOT receiving  OTP’s via SMS from the eSign service.

This is occurring due to the mobile network provider blocking SMS's from an originating number "outside" network service providers country. Our understanding is the SMS’s are being blocked by the mobile network providers as potential spam in an effort to protect their clients and in some cases due to a change in legislation.

If this is occurring, please contact your network service provider to see if this can be resolved. 

Yes, if you log onto shop and select “Retrieve your eSign documents” this will pull up all the documents you have sent – the status column shows who has signed or not signed as well as whether the email link has been sent. 

If you would like further information click “view” on the document and on the left-hand navigation select activity and it will show who has viewed the document or signed. If no activity it will remain blank.

On the eSign home it will list all documents sent , in the third column "Status" it shows a list of signatories, their roles and if they have signed the document

Yes, you will receive a notification via email after each signature on the document has been completed.

Please note: The emails will be sent to the email address we have loaded on your username, if you don't receive these please contact our Support team to assist. 

Alternatively logging into “Retrieve your eSign documents” or “Main Menu” once on the eSign screen will be able to see the status of all documents at a glance.  

On your Dashboard you are also able to view a list of Recent activity. 

On the eSign Documents page all documents have been sent are shown. The third column shows you a "Status" for a specific signatory. 

This status is updated real-time so as the status changes it will immediately update on your screen. 

To save yourself time and to remember various sites save the various TPN sites as a favourite on your preferred browser.

 Type in https://esign.tpn.co.za in your preferred browser

 Chrome –

•  Select the “star” logo in the address bar and save as a bookmark

 Edge –

•  Select the “star” next to the address bar and click “add to favourite's”

 Safari –

•         In the Safari app on your Mac/ iPad/ iPhone, go to the page you want to bookmark.
•        Click the Share button           in the toolbar
•        Choose Add Bookmark
•        Choose where to add the bookmark (default is favourites) 

•         Rename it if you like

•          Click Add.

On the top navigation click Documents

This will take you to your Document home page, within this page you are able to create folders and file all signed documents for future reference.

It is not a legal requirement to initial each page of a document, we typically do this to ensure the parties signing the agreement have  seen all pages that form part of the agreement. This was a potential issue when documents were copied and printed as some pages may get lost or misplaced.

By using the eSign platform, you are assured that the party signing has the opportunity to review the entire document as the "Sign Document" feature only becomes active once the entire document has loaded.

While the document is loading the “Sign Document” button continues to load and does allow you to click

Once the document has loaded fully and all clauses etc are displaying the “Sign Document” button activates and allows you to click and sign

It is not a legal requirement that a witness sign the documents. A witness purely witnesses the signature of the document and not the content. 

Through the two phase authentication method, you are assured, it is the correct party that has signed the entire lease agreement.

The "sign" button will only show once the entire document has loaded so you can be assured that the person signing has had access to read and review the entire document before signing. 

The witness box is completed with the text "Electronically Signed" as per the screenshot below

Yes, eSign is free to all current members who have purchased the residential Leasepack, Commercial Leasepack or the HR Pack.  

Autofill allows you to set up and complete all your details once. These details then populate into each document you create without having to re-enter them.

Watch the quick video or follow the steps below:

• Login to eSign
• Select “Settings” on the top navigation bar.
• Select "Auto fill settings".
• Select your role on the documents > If you are a property practitioner check the box to “Setup as Property practitioner”.
• Complete each field shown. If the field is not applicable or changes on each document, leave it blank.

Example: If you use a different Trust account for certain properties you can complete the Bank Account Details with the most used trust account, but when you create a document that requires another bank account to be entered you will need to re-enter or type over the “auto-completed” field.

• Click “Save” after each section.

eSign allows you to give multiple tenants (or any signatory role) the ability to complete the lease agreement or any other document if multiple fields exist for the role.

E.g. A natural person lease has fields for Name of Tenant (up to a maximum of 3)

Each of these fields can be assigned to a specific tenant to complete and the tenant would then sign the document.

When you are creating your eSign document on Step 2 – Add all parties that you require to sign the document, by clicking “Add another….” 

This signatory role should be set to Complete.

When completing the schedule, assign the fields you would like each Tenant to complete. The system will automatically only assign to the first person of that role created.

·       On the Schedule click the field you would like to reassign where it gives you the red box and “Tenant” role

·        This will open a permission box on the right hand-side  of the screen and

·        All Tenants who have the complete role will show.

·        Select the correct Tenant

·        To ensure this is completed check the box to mark as field as “mandatory”

·        Click save

This can be done for all signatory roles.

Once you have created the multi-use short code for a document you are not able to edit the document any longer. 

This was done purposefully to ensure the integrity of eSign and avoid issues where a short code may have been shared and signatory is currently reviewing or signing the document and contractual changes are being made. 

This ensures the signatory is signing and agreeing to terms and conditions that can’t be changed while they are reviewing the document or after they have signed the document.

You can only edit a document that is still in the four step setup process or in a status prior to "Create Short-code".

If you find you have made a mistake after it has been sent for signing, you should contact the signatory to explain, and create a new document that can be sent to the signatory.

To edit a document that is still in progress, double click on the document and continue the 4 step process.

How to find a specific document template on eSign

•       Login to eSign using your TPN username and password.

•        Select Create eDocument in the Quick Links section.

•         All Packs available to you/ purchased on your subscription will be visible.

•         Expand the packs, and folders to find the document.

On Step 2 – Signatories you will be able to select whether you want the signatory to “Sign only” or “Complete” the document.  

If the Option to “Complete” does not appear this typically means:

1.        You have selected to create a webform, a webform will not allow a signatory to complete the document as the document is not sent out via eSign but printed and signed outside the eSign system.

You can see this quite quickly by looking at Step 4 , if it says “Download” you have selected to create a webform, if this is not correct, delete this copy and select “Webform”

2.        The document has no fields for this signatory to complete or the document you have selected does not allow that option.

A webform allows you to capture information onto the document schedule and download a PDF document that can be sent via email, printed and signed.

A webform will not send automatically via the eSign system. 

Documents needs to be kept in a safe and easily accessible place once they are signed as these stipulate the terms of your agreement with the signatory and you want to be able to pull this signed copy up as and when needed.

eSign allows you to create folders that your signed documents can be saved in until you decide to delete them or you can download the signed document in PDF and attach this to your property management system.

·        Login to eSign

·        On the top navigation click “Documents”

·        Click the “Create Folder” quick link

·        Enter the Folder name and Click Save

·        Click “Documents” on top navigation

·        Select the Documents you want to move, you are able to select multiple documents at once.

·        Click “Move” 

·        Select the folder you want to move the documents into

·        Click “Move”

No, you can only edit a document that is still in a status prior to “Awaiting Signature”.

Once the document has been sent to a signatory for signing you are unable to edit the document. This ensures the signatory is signing and agreeing to terms and conditions that can’t be changed while they are reviewing the document or after they have signed the document.

If you find you have made a mistake after it has been sent for signing, you should contact the signatory to explain, and create a new document that can be sent to the signatory.

To edit a document that is still in progress, double click on the document and continue the 4 step process.