Tired of retyping names and emails every time you send a document? SignNow’s Contacts keeps your frequent signers and collaborators organized so you can add recipients in seconds—without copy-paste or mistakes. Centralize people you work with, update their details once, and reuse them across documents and templates. Whether you’re onboarding new clients or sending recurring agreements, a clean contact list speeds up invites, reduces errors, and gives your team a reliable source of truth. In this guide, you’ll learn how to add contacts, import from a file, edit or remove entries, and quickly pull contacts into any send flow.
Create a Contact
Once you send your first invite, signers are automatically added to the Contacts. To add new contacts and manage the existing ones, follow the link attached. Contacts can be created individually or in bulk via the CSV.
Hit the +Create button to upload an individual contact. The email field is the only required field during the contact creation; the rest of fields can be skipped or added partially, and later managed from the Contacts list. When you are done adding all the information, hit the Save and Add Another Contact or Save Contact buttons.
Hit the arrow next to the +Create button to expand to the Import in Bulk option.
📝 Upload contacts in bulk via a CSV file. Click Download Sample CSV to see the required headers, formats, and examples.
CSV import limitations
Before uploading your contact list, review the following requirements to avoid import errors or skipped fields.
File encoding: The CSV file must be saved in UTF-8. Files saved in other encodings (such as Windows-1252) cause the import to fail with a "Try again later" error when the file contains accented characters (é, à, è, ô, î, ').
In Excel, use Save As → "CSV UTF-8 (Comma delimited) (.csv)" instead of "CSV (Comma delimited) (.csv)".ZIP / Postal Code format: Values must match the postal code format of the contact's country. Invalid entries trigger a "Cannot Import Some Fields" warning and the field is skipped.
Example: Canadian postal codes must follow the A1A 1A1 format (e.g., M5V 3A8). A value like "PTH 12N" is rejected.Phone numbers: Include the country code and use digits only. Without a country code, the first digits of the number are read as the country code — 514… numbers are saved as Peruvian (+51), and 418… numbers as Swiss (+41).
For North American numbers, add a leading 1 to each number: 15145551234 or +15145551234.
Numbers containing spaces, dashes, or brackets are skipped.
Edit a Contact
To edit an existing contact, click the three-dot menu next to a specific contact and select the Edit Contact option from the dropdown menu.
📝 Deleting a contact is permanent and can’t be undone. If the contact was shared with you, only your access is removed (the owner keeps it). Documents linked to that contact aren’t deleted and remain available for the documents' owner.
Share a Contact
There are three ways to share a contact with another SignNow user:
Select multiple contacts, then choose Share Contact Details & Documents in the header (top bar) to share them in bulk.
Click the share icon next to an individual contact.
Open the three-dot menu for a contact and select Share Contact Details & Documents.
Contact sharing access levels:
Can View—recipients can view contact details and associated documents.
Can Edit & Send—recipients can edit contact details and send documents using this contact.
The recipient of the shared contact will get an email informing them that a contact has been shared with them with a certain level of access.
You can also change or revoke access by clicking on the sharing icon next to the contact and adjusting access as shown below.
