Electronic signing lets you sign rental agreements quickly and securely without paperwork. The signed agreement is legally valid and follows Finnish electronic signature regulations. EG Optimaze uses the SignSpace service to manage the electronic signing process.
Two signing options
Electronic signature (strong) — bank ID authentication
The most secure option, for formal agreements.
- The signatory authenticates with their online banking credentials.
- Suited to formal agreements.
- All parties to the agreement use the same option.
Electronic signature (light) — email code
A fast and easy option.
- The signatory receives a code by email.
- Suited to everyday agreements.
- All parties to the agreement use the same option.
Starting the signing process
Step 1: Prepare the appendices and signatories
- Add all the required documents to the agreement’s appendices, including the agreement printout.
- Add all the required signatories.
- Make sure the documents and parties are correct.
Step 2: Open the agreement’s signing window
- Select Sign agreement from the agreement’s Functions menu.
- Select the option you want: Electronic signature (SignSpace, strong) — bank ID, or Electronic signature (SignSpace, light) — email code.
Step 3: Fill in the signatory details
Field | Description | Mandatory |
|---|---|---|
Name | The signatory’s name on the agreement | Yes |
Title | Job title or position | No |
Company | Organization | No |
Personal identity code | Finnish personal identity code (validated if filled in) | No |
Business ID | Organization’s business ID (validated if filled in) | No |
The signatory’s email address | Yes | |
Signatory | Marks that this person signs the agreement | At least one |
Step 4: Choose which appendices to include in the signing
- You see all the documents added to the agreement.
- Select the checkboxes in the Select column for the documents you want to include in the signing.
- At least one document is required.
Step 5: Start the process
- Check all the details.
- Click Sign.
- The process starts — emails are sent to the signatories.
Tracking the process in Lease
Once the process has started, you can track its status on the agreement:
Status | Description |
|---|---|
In progress | Waiting for the signatories’ responses. |
Signed electronically | All parties have signed — the process is complete. |
Cancelled | The process has been cancelled (a new one can be started if needed). |
The signatory’s perspective
Step 1: Receive the email notification
The signatory receives an email from SignSpace with a link to the agreement.
Step 2: Authenticate and sign
- Click the link in the email.
- Choose the authentication method: strong (bank ID) or light (code received by email).
- Review the agreement’s documents.
- Confirm the signature.
- The process is complete — the signatory receives a confirmation and a copy.
What happens after the process?
- The documents are updated — the documents included in the signing are replaced with signed versions that include a trust certificate.
- The agreement is approved — the agreement is marked as approved in Lease, the same as if it had been signed manually.
- Everyone gets a copy — each party can download the signed documents.
Frequently asked questions
What if the signatory doesn’t receive the email?
- Wait a few minutes.
- Check the spam folder.
- The process can be cancelled and restarted.
What if the details were entered incorrectly?
- Cancel the process.
- Correct the details on the agreement.
- Restart the signing.
Can the process be interrupted?
- Yes, the process can be cancelled.
- The signatories see the cancellation, and a new process can be started.
What if the personal identity code or business ID is incorrect?
- The system validates the details and shows an error.
- Correct the detail and try again.
