Request a guest signature

When to request a guest signature

Use a guest signature when another person needs to confirm or acknowledge one saved entry without having a ProLogbooks account. The signer may be an instructor, verifier, supervisor, crew member, client, or any other person who needs to review the entry snapshot and sign it.

The request applies to one entry only. The signer sees a locked snapshot of the entry values included in the signature workflow, adds their name, email address, optional comment, and drawn signature, then accepts the consent statement before submitting.

The feature is available only where the entry page or list shows the signature request action and where the account plan includes authenticated signatures.

• A secure guest signature link is emailed to the signer.
• The signer does not need a ProLogbooks account.
• A new request for the same entry replaces any still-pending request and can replace the current active signature.
• After an entry is signed, editing signed fields can invalidate the active signature because the saved entry no longer matches the signed snapshot.

Send the invitation

Start from the entry list or entry detail page that contains the signature action. Open the request dialog, enter the signer email address, and add an optional message that explains why you are asking for the signature.

When you send the request, the system records the request, creates a one-time secure token, stores only the token hash, captures the current entry snapshot and snapshot hash, and emails the signer a review link. The plain invitation token is used only in the email link.

1. Open the correct logbook and find the entry that needs a signature.
2. Select the signature request action for that entry.
3. Enter the signer email address carefully.
4. Add an optional message for context.
5. Send the request and wait for the status to show that the signature is pending.

What the signer receives

The signer receives an email explaining who requested the signature, which entry is involved, and that no account is required. The email button opens the unique guest signing link.

On the signing page, the signer reviews the entry summary, sees any message from the requester, enters their full name and email address, optionally adds a comment, draws or uploads a signature, accepts the consent text, and submits the form.

After a successful signature, confirmation emails are sent to both the signer and the requester. The original invitation link is then marked as used and cannot be used again.

Audit data saved with the signature

The signature record keeps the information needed to identify the signer, prove what was shown, and audit when the action happened. This does not turn the guest into an account user. It creates a signature record tied to the entry, the logbook, and the requester account.

The saved data includes the signer name, signer email address, optional signer comment, drawn signature data, consent text version, signed date and time, signer IP address, browser user agent, the locked entry snapshot, and the snapshot hash. The request record also keeps the requester, logbook, entry, requester comment, invited email address, token expiry, token-used time, request status, and request timestamps.

The system also stores signature-token attempt records such as the action attempted, IP address, whether the attempt was allowed, and the attempt time. These records support rate limiting and help authenticate the signing trail if the signature is reviewed later.

Review status after signing

Entries can show signature states such as pending, signed, or invalidated. Pending means the invitation was sent and is waiting for the signer. Signed means an active guest signature is attached to the entry. Invalidated means the entry changed after signing, so the old signature no longer validates the current entry values.

If the entry must be corrected after signing, make the correction first, then send a new guest signature request so the signer can review the updated snapshot.