Overview
Collect every required signature on the Descriptive Inventory document in one guided pass through the Crew App, without hunting through pages for a field someone missed. The Descriptive Inventory (DI) document groups its signature fields by signer: the crew member signs all of their fields first, then the customer's fields unlock.
A Next Signature button jumps the active signer to their next unsigned field and highlights it.
The footer shows who is signing and how many of their fields are done.
Completing the document is an explicit tap on Finalize Inventory.
Before You Start
Requires access to Descriptive Inventory in the Crew App. No extra permission controls the signing walkthrough itself.
This walkthrough applies to companies whose Inventory Signatures setting captures signatures page by page. Companies that capture each signature once and stamp it on every page see Continue to Document on the Sign & Approve sheet in place of Sign. That setting lives under Settings > Descriptive Inventory > Inventory Signatures.
Select at least one email recipient on the Sign & Approve sheet before you tap Sign. Without a recipient, a message reading Please select at least one email recipient appears and the document does not open.
Add a photo to any item recorded as damaged before signing. Damaged items without photos block the signing flow from opening.
How Signature Fields Are Grouped by Signer on the Descriptive Inventory Document
The Descriptive Inventory document presents its signature fields one signer at a time rather than in page order. Two signers are involved on a document that requires both.
The carrier (the crew member) signs first. While the carrier signs, the customer's fields appear as locked previews that cannot be tapped.
The customer signs second. Their fields unlock automatically once the carrier has placed every one of their own fields.
The footer badge names the active signer, reading Carrier signing or Customer signing.
A document with signature fields for only one signer shows that signer's fields as a single group, with no locked step and no handover.
How to Sign the Descriptive Inventory Document in the Crew App
Open the job in the Crew App and go to the Inventory tab.
From the Review your move inventory page, tap Sign & Approve Inventory. The Sign & Approve sheet opens.
Select the email recipients who should receive the completed Descriptive Inventory document. At least one recipient is required.
Tap Sign. The Descriptive Inventory document opens at the carrier's first unsigned signature field, and the footer badge reads Carrier signing.
Tap a highlighted field to open the signature pad, draw the signature, and save it. The field caption changes to Signed with a timestamp, and the footer progress count increases.
Tap Next Signature to move to the carrier's next unsigned field. The button shows the position in the set, for example Next Signature (3 / 7), and the target field is highlighted on screen.
Repeat until the carrier has signed every field. The Hand the device to the customer screen appears once the carrier's fields are all placed and the customer still has fields to sign.
Hand the device to the customer and tap Continue. The customer's fields unlock, and the footer badge changes to Customer signing.
Have the customer sign each of their fields, using Next Signature to move through them.
Tap Finalize Inventory. The document completes, the PDF is generated, and it is emailed to the recipients selected on the Sign & Approve sheet.
What the Signature Field Captions Mean on the Descriptive Inventory Document
Each signature field on the Descriptive Inventory document carries a caption describing its state, so it is clear which fields belong to the active signer.
Caption | What it means |
Tap to sign | The field belongs to the active signer and is waiting for a signature. Tap it to open the signature pad. |
Signed with a timestamp | The field has a signature, placed at the time shown. |
Customer up next or Carrier up next | The field belongs to the other signer. It cannot be tapped during the active signer's pass and unlocks when that signer's turn begins. |
Signed at delivery | The field belongs to a destination stop and is a read-only preview on the initial Descriptive Inventory. It is signed during the destination check, not here. |
Finalizing the Descriptive Inventory Document
Finalizing the Descriptive Inventory document is always a deliberate tap on Finalize Inventory. Placing the last signature does not complete the document on its own.
Finalize Inventory stays disabled until every signer has placed every one of their fields.
Tapping Finalize Inventory completes the document, generates the PDF, and emails it to the selected recipients.
If signatures are still saving when Finalize Inventory is tapped, a Saving signatures message appears while they finish.
If a signature fails to save, an alert reading Couldn't save signatures appears with the message Some signatures didn't save. Check your connection and try again. The document stays open and does not finalize.
⚠️ Warning: Do not close the Crew App while the Saving signatures message is on screen. Wait for it to clear, or for the save error to appear, so no signature is lost.
Leaving the Signing Flow Before Finalizing
Backing out of the Descriptive Inventory signing flow before tapping Finalize Inventory keeps the document in progress and preserves the signatures already placed.
Signatures placed before you back out are saved on the document.
Reopening the document resumes at the active signer's next unsigned field.
The document is not complete, no PDF is generated, and no email is sent until Finalize Inventory is tapped.
When the Customer Is Not Available to Sign
If the customer is not present, turn on Customer not available to sign on the Sign & Approve sheet before tapping Sign. The customer's signature fields are set aside for email signing.
The carrier's fields appear as a single group, with no locked step and no handover prompt.
The customer's fields render as read-only previews with no caption, so they are skipped by the walkthrough.
The customer receives an email with a link to review and sign the Descriptive Inventory document later.
The toggle appears on the initial Descriptive Inventory, and on checks only for the Final Destination check. Driver, Warehouse, and Warehouse Cross Reference checks do not offer it.
Key Details
The carrier signs the Descriptive Inventory document first, then the customer. The order is fixed.
The customer's fields unlock on their own once the carrier's fields are all placed. No separate step unlocks them.
Next Signature moves within the active signer's fields only. It does not jump to the other signer's fields.
Placing the last signature does not finalize the Descriptive Inventory document. Finalize Inventory is always a separate tap.
Switching Customer not available to sign on or off requires walking the document again for the new set of signers before Finalize Inventory enables.
Turning on Customer not available to sign after the customer has already signed some pages does not remove those signatures. The defer email goes out on a document that carries them. To avoid this, clear the customer's signature boxes on the Sign & Approve sheet before turning the toggle on.
Destination signature fields on the initial Descriptive Inventory are read-only previews here and are signed during the destination check.
This walkthrough covers the Descriptive Inventory document. Other Crew App documents follow their own signing flow.
Best Practices
Select the email recipients on the Sign & Approve sheet before tapping Sign, so the walkthrough opens on the first try.
Use Next Signature rather than scrolling the document, so no required field is skipped.
Read the footer badge before handing the device over, to confirm whose turn it is.
Wait for the customer to finish every field before tapping Finalize Inventory, and check that the button is enabled.
Sign in an area with a stable connection, so signatures save as they are placed.
Troubleshooting
Tapping Sign does nothing and a message about email recipients appears. No email recipient is selected. Select at least one recipient on the Sign & Approve sheet, then tap Sign again.
Tapping Sign shows a message about damaged items. One or more items recorded as damaged have no photo. Add a photo to each damaged item, then return to the Sign & Approve sheet and tap Sign.
A signature field cannot be tapped. The field belongs to the other signer and its caption reads Customer up next or Carrier up next. It unlocks once the active signer has placed every one of their fields. A field captioned Signed at delivery is a read-only preview and is signed during the destination check.
Finalize Inventory is greyed out. At least one signer still has an unsigned field. Tap Next Signature to find it, place the signature, and Finalize Inventory enables.
An alert reads Couldn't save signatures. One or more signatures failed to reach SmartMoving. Check the device's connection and tap Finalize Inventory again. The document stays open with the signatures on screen, so nothing needs to be re-drawn.
I backed out of the document and the signatures are missing. Reopen the Descriptive Inventory document from the Sign & Approve sheet. The document is still in progress and resumes at the next unsigned field with earlier signatures preserved.
The customer signed on the device, but they also received an email asking them to sign. Customer not available to sign was turned on after they signed. Their placed signatures remain on the document. Confirm which copy is authoritative before filing it.
The Sign & Approve sheet shows Continue to Document rather than Sign. The company captures each signature once and stamps it on every page. That flow captures signatures on the sheet first, then places them page by page in the document.