How to add multiple signers with different roles in Adobesign

If you’re wrangling contracts, approvals, or anything that needs more than one signature, you’ve probably noticed that getting the right people to sign in the right order isn’t always straightforward. This guide is for anyone who’s tired of sending PDFs back and forth or just wants to use Adobesign without feeling like they’re missing something obvious.

I’ll walk you through how to add multiple signers, set their roles (like “Approver” vs. “Signer”), and avoid the gotchas that waste everyone’s time. Whether you’re new to e-signature tools or got stuck on Adobe’s clunky interface, this is the practical, no-nonsense guide you’ve been looking for.

Why Bother with Roles and Multiple Signers?

Here’s the deal: sometimes you need more than just a single signature. Maybe your contract needs a manager to approve it before the client signs, or maybe HR and Legal both need to check off on a document. Assigning roles and ordering signers can:

  • Make sure the right people sign at the right time.
  • Cut down on “Wait, who’s supposed to sign this?” emails.
  • Create a paper trail if anyone needs to check who did what.

But—fair warning—Adobe’s interface isn’t always as clear as it should be. It gets the job done, but you’ll want to know where things can trip you up.

What You Need Before You Start

Before you jump in, here’s what you’ll need:

  • An Adobesign account (the paid versions work best—some features are limited on free plans).
  • The document(s) you want signed, ready to upload (PDF, DOCX, etc.).
  • The names and email addresses of everyone who’ll sign or approve.
  • A rough sense of who needs to sign, and in what order.

Pro Tip:

If your workflow is complex (e.g., multiple reviewers, optional signers), sketch it out on paper first. It’ll save you from backtracking in the setup.

Step 1: Start a New Agreement

Let’s get rolling:

  1. Log in to Adobesign.

  2. (If you’re not sure which plan you have, check under Account Settings. “Business” or above is best for advanced routing.)

  3. Click “Send for Signature.”

  4. This is usually front and center on the dashboard.

  5. Upload your document.

  6. Drag-and-drop works, or use the upload button. Double-check that your doc is final—editing later means you’ll probably have to start over.

Step 2: Add Recipients (Signers, Approvers, and More)

Here’s where the magic (and confusion) happens.

  1. Enter your first recipient’s email address.
  2. Assign their role.
  3. Click the dropdown next to their name. You’ll see options like:
    • Signer: Can sign and fill fields.
    • Approver: Only approves, no signature required.
    • Acceptor: Acknowledge receipt, but don’t sign.
    • Form Filler: Can fill out fields, but not sign.

  4. Ignore “Certified Recipient” unless you know you need it—most people don’t.

  5. Keep adding recipients.

  6. Each time, pick the right role from the dropdown.
  7. You can drag to reorder them if you need to change the signing order.

Important: Signing Order

By default, Adobesign sends the document in the order you list recipients (“sequential”). If you want everyone to get it at the same time (“parallel”), look for the “Complete in Any Order” or “Parallel” option (usually a toggle or link above the recipient list).

  • Sequential: Great for approvals that need to happen in a strict order (e.g., manager approves, then client signs).
  • Parallel: Use if roles don’t depend on each other, or you’re in a hurry.

Honest Take:

If you mess up the order or roles, there’s no easy fix—Adobe makes you start over. Double-check before you hit “Next.”

Step 3: Customize Recipient Settings (If Needed)

This part is optional but can save headaches:

  • Authentication: Want to make sure Bob from HR is really Bob? Add phone or password verification.
  • Private Messages: Click the message bubble to add instructions just for that person (“Please review clause 5”).
  • Advanced Options: Some plans let you set reminders or deadlines per recipient.

If you don’t need these, skip ‘em. Most folks just need names, emails, and the right roles.

Step 4: Place Signature and Role-Specific Fields

Now you’ll drop signature boxes and other fields onto the document.

  1. Click “Next” or “Specify Where to Sign.”
  2. Assign fields to recipients.
  3. Each person shows up as a colored tab or dropdown. Make sure you’re placing, say, the “Signature” field for the right signer, not the approver.

  4. Drag signature, initials, date, or custom fields as needed.

  5. Assign fields for non-signers.

  6. Approvers and Acceptors don’t sign, but you can add “Approval” or “Note” fields if you want them to leave feedback.
  7. Don’t waste time placing a signature field for someone whose role doesn’t require it—Adobe will throw an error.

Pro Tip:

If you have lots of fields, use the “Show Recipients” panel to quickly jump between people and see what’s assigned to whom.

Step 5: Review and Send

This is your last chance to catch mistakes.

  • Preview as each recipient. There’s a “Preview” or “Recipient View” option—use it.
  • Confirm signing order and roles. Remember, if you need to change it after sending, you’ll have to start over.
  • Double-check emails. Typos mean delays or lost documents.

When you’re ready, hit “Send.” Adobe will handle the rest—each recipient gets an email when it’s their turn.

What Happens Next?

Each person gets a link to sign, approve, or fill out their part. You can track progress from the dashboard. Adobe will nag people with reminders if they don’t act (unless you turned that off).

Troubleshooting

  • Someone didn’t get the email? Resend from the dashboard, or have them check spam.
  • Wrong order or role? You can’t edit a sent agreement. Cancel it and start fresh.
  • Fields not showing up? Double-check you assigned them to the right recipient.

Honest Take:

Adobe’s process is powerful, but rigid. If you need to swap roles or change the order mid-process, you’re out of luck. Get it right up front.

When to Use (and Not Use) Multiple Roles

Worth it when: - You need approvals before signatures. - Legal, HR, or Finance have to record their review. - You want a clear audit trail.

Not worth it when: - You just need a couple of people to sign. Don’t overcomplicate it. - You’re trying to force a weird workflow—Adobe’s not great for edge cases.

If your process gets too messy, consider simplifying or using a different tool. Sometimes old-fashioned email and a single signature are just easier.

Keep It Simple and Iterate

Getting multiple signers with different roles set up in Adobesign isn’t rocket science, but it can be clunky if you overthink it. Start with the basics: know who needs to do what, get the order right, and keep your document clear. Don’t waste hours trying to automate every edge case—get your core workflow working, then improve it as you go.

And if you run into a wall, remember: you’re not alone. Adobe’s documentation is…well, let’s just say you’re better off experimenting and learning by doing. Good luck!