Add multiple participants to a Dynamic Document

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  • Updated on May 27, 2026
  • Published on May 27, 2026
  • 4 minute(s) read
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This article explains how to use the HTML designer to configure a Dynamic Document to include more than one participant. 

Introduction to multi-participant documents

Lightico supports multiple participants in a single document, enabling you to collect signatures, approvals, and reviews from more than one person as part of the same process — without requiring participants to be in the same place or on the same call.

Each participant receives their own invitation and interacts with the document in their own private collaboration session. The agent manages and tracks all participants from a single session, with real-time visibility into every participant's status from the agent UI.

Why use multiple participants?

  • Collect signatures or approvals from all required parties on the same document

  • Allow participants to complete their part independently, from any location, at any time

  • Control the order in which participants engage — sequentially, in parallel, or a combination of both

  • Maintain a full audit trail covering every signer and approver

  • Keep the entire process visible and manageable from the agent's single session

Common use cases

  • Joint loan agreement — Two co-borrowers each sign their portion of the same agreement independently, from their own device, while the agent tracks both from a single session

  • Collections repayment plan — A primary account holder and a guarantor both sign a hardship arrangement during or after the collections call, each from their own device

  • Regulated onboarding — A customer signs terms and a compliance approver countersigns in sequence; the approver is only invited once the customer has completed their part

Order groups

Order groups control when each participant receives their invitation. All participants in the same group are invited simultaneously. The next group is not invited until every participant in the current group has completed their part.

This allows you to sequence participation — for example, collecting all signatures before sending to an approver — or to invite multiple participants in parallel within the same group.An example of order groups could be as follows:

  • Group 1: Signer and co-signer receive an invitation to sign a loan agreement

  • Group 2: Lender receives an invitation to sign

  • Group 3: After all the signatures are on the agreement, the bank manager looks it over and approves it

Add participants to a Dynamic Document

In the HTML designer, you can add participants, assign them roles such as signer, approver, or viewer and define the order in which they receive the document.

Note

The following PDF Template participant features are not currently supported for Dynamic Documents:

  • Allow any group member to sign

  • Allow continuing without signing

  • Agent participation

To add participants to a Dynamic Document:

  1. Open the Dynamic Document in the HTML designer.

  2. In the right panel, click the Participants tab.

  3. Under Order Group 1, click the add participant icon to add a participant to the group.

    Participant 1 is the primary participant and is already present in Order Group 1.

  4. To add participants to subsequent groups, click the add participant icon next to Order Group 2. Once a participant is added to Order Group 2, Order Group 3 becomes available, and so on.

To configure each participant:

  1. Hover over a participant in the right panel and click the edit icon that appears.

  2. In the Edit Participant dialogue, set the Role:

    • Signer (default) — must have at least one signature or initial field assigned in the document

    • Approver — required to approve the document; no signature field required

    • Viewer — can open and view the document without being required to take any action. Viewers do not need to sign, approve, or complete any task, and do not affect the progress of the Workflow.

      Note

      If you change a participant's role from Signer to Approver or Viewer after signature fields have already been assigned to them, those signature fields will be removed from the document. A warning is displayed before the change is confirmed.

  3. To make the participant optional — meaning the agent decides at runtime whether to include them — select the Optional checkbox.

  4. Click Done.

To assign signature fields to Signers:

  1. Place your cursor in the document where you want the signature to appear.

  2. Click the Signature or Initials icon in the top toolbar.

    The Signature properties dialogue opens.

  3. In the Assigned participant dropdown, select the participant this signature belongs to.

    Only participants with the Signer role appear in this list.

  4. By default, the signature is Required. To make it optional, turn off the Required toggle.

  5. Select the Line checkbox and select the line format option (Solid, Dashed) to include a line under the signature.

  6. Click Done.

  7. Repeat for each Signer.

    Every Signer must have at least one signature or initial field assigned before the document can be saved.

  8. When all participants and signature fields are configured, click Save to save the document.

Changing Participant Order

Click and drag participants to change the order of participants in a group or to move a participant to a different group.