Sending to recipients who share an email address

SignedX fully supports sending an envelope to multiple recipients who share the same email address, as long as each recipient has a unique name. Each person will receive their own individual signing request.

However, because the emails arrive at the same inbox at the same time, some email clients (like Outlook and Gmail) may thread them together, making it look like only one email was received. This can cause confusion when the second person tries to sign.

Below are some best practices to keep the process smooth.

Add authentication

When recipients share an email address, we strongly recommend adding envelope authentication to ensure the right person is signing. You can require two-factor authentication via SMS (each recipient needs their own mobile number) or set a unique password per recipient. This ensures that even though both requests go to the same inbox, only the intended person can access each envelope.

Enable signing order

Instead of sending both requests at the same time, enable a signing order on the envelope. Assign the first recipient as 1 and the second as 2. The first person will receive their email and sign, and only once they've completed their part will the second person receive theirs. This avoids both emails arriving simultaneously and being grouped together.

To enable signing order, toggle on Enable signing order in Step 2 (Add your recipients) when creating an envelope.

Use placeholders in your message

Using the {{recipient_name}} or {{recipient_first_name}} placeholder in your envelope message ensures each email is clearly addressed to the correct person — for example, "Hi John" and "Hi Jane". This makes it immediately obvious to the recipient which signing request is theirs, even if both emails appear in the same thread.

To avoid entering placeholders manually each time, save your message as a message template. Templates let you write your message once — with placeholders already included — and reuse it across all future envelopes. See Message templates to get started.