E-signature

E-signature lets technicians and supervisors sign off on critical events directly in FreeMaint — work order completion, LOTO procedures, inspections, document approvals. Audit-grade with timestamp, IP and witness fields.

Where signatures are required

• Work order completion — technician signs the closure
• LOTO procedures — sign apply and remove steps
• Inspections — sign each inspection point or the whole report
• Document approvals — sign new versions of SOPs and manuals
• Custom triggers — any workflow step you configure

How signing works

1. Open the entity — Work order, LOTO step, inspection, etc.
2. Click 'Sign' — A signature pad opens — draw with finger on mobile or mouse on desktop.
3. Confirm — Signature is saved with timestamp, your user ID and the request IP. A copy is logged in the audit trail.
4. Optional witness — If your workflow requires a witness, a second signer is prompted before save.

Audit trail

Each signature includes user ID, timestamp (UTC + local), IP address and entity reference. You can prove who signed what and when — meets HIPAA, FDA 21 CFR Part 11, OSHA and ISO standards.

Identity, roles and corrections

• Employee ID — each signature also shows the signer's Employee ID (from their People profile) so people with the same name are never confused.
• Configurable roles — an admin can define a fixed list of signing roles under Company Settings → Signatures; signers then pick from a dropdown instead of typing.
• Correcting a signature — the signer can fix the role or witness afterwards; the signature image, date and IP stay locked, and inspection and calibration signatures remain fully immutable.