Expected Signers: Track Who Hasn't Confirmed Reading Yet

Distributing a document to 50 people is easy. Knowing which ones have confirmed reading is another story. With Ackify's Expected Signers feature, you stay in control.

The compliance tracking problem

You publish a new security policy. You send the link to the whole team. And then what?

• Who has confirmed?
• Who hasn't done it yet?
• How do you remind latecomers?
• How do you know when everyone has signed?

Without a tracking system, you're flying blind.

The solution: Expected Signers

The Expected Signers feature lets you define in advance the list of people who should confirm a document.

How it works

1. Define expected signers: upload an email list or select a group
2. Distribute the document: send the confirmation link
3. Track in real-time: see who signed vs who's missing
4. Remind: send targeted reminders to latecomers
5. Close: export the final report once 100% is reached

Tracking interface

The dashboard displays:

Status	Name	Email	Signature date
✅	John Smith	john.smith@acme.com	2025-11-05 10:32
✅	Mary Johnson	mary.johnson@acme.com	2025-11-05 11:15
⏳	Peter Williams	peter.williams@acme.com	-
⏳	Sarah Brown	sarah.brown@acme.com	-

Progress: 50% (2/4)

Use cases

New IT charter

The CIO publishes a new IT charter. All employees (150 people) must confirm within 2 weeks.

Workflow:

1. Import the list of 150 emails from HRIS
2. Send link with deadline
3. Daily tracking: D+3 → 80 confirmations
4. Automatic reminder to the 70 missing
5. D+10 → 145 confirmations
6. Manual reminder to the last 5
7. D+14 → 100% ✅

Sector-specific GDPR update

The DPO updates procedures for the sales team (25 people).

Workflow:

1. Define the 25 expected signers
2. Targeted send to the team
3. DPO tracks progress
4. Report exported for compliance registry

Mandatory training

HR distributes safety training material. 100% of staff must confirm.

Workflow:

1. Import full headcount
2. Campaign with deadline
3. Managers responsible for tracking their team
4. Escalation of non-confirmations at D+7
5. Close with complete report

Associated features

Email reminders

Ackify automatically sends reminders to people who haven't confirmed. Configurable frequency (daily, weekly).

Campaign deadline

Set a due date. After this date, the document remains accessible but is marked "past due."

CSV/JSON export

Download the complete list: signers, dates, statuses. Audit-ready.

Progress badge

Embed a visual indicator in your internal pages:

<img src="https://ackify.acme.com/status.png?doc=charter-2025&progress=true" />

Displays: "Charter 2025 — 145/150 signatures"

API for integration

# List expected signers
GET /api/documents/{doc_id}/expected

# Add an expected signer
POST /api/documents/{doc_id}/expected
{ "email": "new@acme.com" }

# Progress status
GET /api/documents/{doc_id}/progress
# → { "total": 150, "signed": 145, "pending": 5 }

Best practices

1. Define expected signers before sending: for clean tracking from the start
2. Use groups: team, department, or HRIS import
3. Communicate the deadline: clear urgency = better completion rate
4. Remind early: a reminder at D+3 is more effective than at D+13
5. Involve managers: local accountability

Conclusion

Tracking confirmations is just as important as distribution itself. With Expected Signers, you know exactly where each campaign stands.

Ackify gives you the tools to manage your document compliance with precision.

➡️ Try Ackify — confirmation tracking, in real-time.