Most e-signing works the same way: you send a document, someone gets an email, clicks through, and signs whenever they get to it. That's fine for a quick form. But for high-stakes paperwork — a lease, a closing, a contract where a witness has to watch the signature happen — a plain click-to-sign link can feel thin. You never see who signed, and you can't prove what happened in the moment.
The Video Signing Room closes that gap. It's a PRO feature of EZ PDF Editor that lets the sender start — or schedule — a live video signing session for any PDF. Everyone joins from the browser, watches the same form, and the host can record the whole thing for the record.
What is a Video Signing Room?
Think of it as a signing table with a camera on it. Instead of the signer being alone with the PDF, a Video Signing Room puts the document and the people side by side:
- The document on the left (about 70% of the screen) — the actual PDF, ready to be signed, exactly as the signer will see it.
- Live video on the right (about 30%) — the host, the signer and any witnesses, seeing each other in real time.
- Recording and screen share — the host can record the session and share their screen so everyone is literally looking at the same form while signatures go on.
No app downloads, no separate meeting link, no copying a document out of your e-signature tool. It's one room, one document, one shared moment.
How a live signing session works
It starts from the same editor and the same Collect Signatures button you already use:
- Open the PDF and choose the room. Click Collect Signatures and pick Live Video Signing Room, or use Start Video Signing Session in the Signers panel.
- Start now or schedule it. One window covers both: leave the date empty for Start Live Session Now, or pick a date and time for Schedule Session & Send Invites. Tick Set a signing order if people must sign in sequence.
- Invite your guests. Send Room Invites opens a full-screen Set Up and Send panel where you add guests, write an optional message, and preview the exact email and signing page each one gets. Every guest receives a private join link (with the date, when it's scheduled) — clear, one-click, no installs. You can also copy a text-message-ready invite for any guest. (How to invite guests.)
- Sign together, live. When everyone clicks the link, the document opens on the left (70%) beside live video (30%). The host can share their screen and record the session so everyone sees the same form. Let’s Sign appears once a guest joins and unlocks once every required signer and witness is on camera — guests can’t sign until you open signing.
- Sign and save the evidence. Signatures go on the document in the session, and the recording is kept for your records.
For anyone who has ever hosted a remote closing, that flow is the difference between "a PDF was signed" and "we all sat down, watched the document, and signed it together on video."
Who it's built for
Some jobs are too important to sign on autopilot. The Video Signing Room is designed for the people who need proof of the moment:
- Notaries. Watch identity and intent on screen, guide the signer through the document, and keep the recording as evidence that backs up your journal.
- Lawyers. Walk a client through a contract, answer questions live while the document is on screen, and have them sign with you watching.
- Real estate agents & brokers. Offers, purchase agreements and LTB paperwork (like Ontario landlord & tenant forms) signed with clients who can't be in the same room.
- Remote witnessing & commissioning. Where the law allows e-witnessing, both parties see the same form, the witness watches the signature happen on screen, and the recording provides the proof.
Roles, presence and changing course
- Every person has a role. Signer (must sign), Witness (must attend, doesn't sign) or Observer (optional). Signing stays closed until every signer and witness is present with a live camera, and if you must proceed without someone, Sign While Waiting asks for a reason that goes into the audit trail.
- Switch to e-signature. If a live session isn't going to happen, Switch to E-Signature ends the room (asking first if guests are connected or invites went out) and lets you send the same document, with the same boxes, by email instead.
- Come back to it. A document left in the room reopens in the room, and Switch to Video Signing Room in the Signers panel returns you to a session you minimised.
- Connection quality. Each guest's tile shows Good, Unstable or Poor, the header names the weakest connection, and phones stay awake during the call — see keeping a video signing on track.
Why record a live signing?
An electronic signature is legally binding in most of the world on its own — the U.S. ESIGN Act and UETA, the EU's eIDAS, and Canada's PIPEDA all give e-signatures legal standing. What a Video Signing Room adds is evidence of the moment:
- Who — you can see the person signing on camera.
- Intent — they walked through the document with you, live, and signed in front of you.
- Context — a screen-shared view shows everyone was looking at the same form, no bait-and-switch.
That combination is exactly what a notary, lawyer, or remote witness needs when they're later asked: "were you there? did this person really sign?" A recorded session answers with video, not a checkbox.
A Pro Signing feature — and here's why
Live video, scheduling, multiple participants, recording and screen share all run on server infrastructure, which is why the Video Signing Room is part of the Pro Signing plan ($19.99/month) rather than the free tier.
EZ PDF Editor stays free where it matters most: editing, filling, self-signing and converting all run in your browser with nothing uploaded, and the free tier includes a limited number of e-signature requests. When you need the heavy, server-powered extras, Pro ($9.99/month) adds unlimited e-signature requests and multiple signers per document, and Pro Signing adds the Video Signing Room.
Ready to hold a live video signing?
Upgrade to Pro Signing to unlock the Video Signing Room — schedule the session, invite your signers, and record an evidence-grade signing.
Upgrade to Pro →Privacy, recordings & security
Signing sessions are opt-in, and you stay in control:
- Recording is your choice. The host starts and stops recording; nothing is captured automatically.
- Only the people you invite join. Each signer's join link is tied to their e-signature request.
- In-browser tools stay private. Editing, filling and self-signing continue to run on your device with no upload — server features like video sessions and multi-signer requests are clearly the ones that use secure infrastructure.
Keep the recording somewhere safe alongside the signed PDF, and follow your local rules on retaining signing evidence.
The short version
A Video Signing Room turns a PDF e-signature request into a live, recorded event: the document on the left, the people on the right, and an optional recording that proves who signed, when, and that they meant it. It's built for notaries, lawyers, real estate and remote witnessing — and it's part of the Pro Signing plan. Start with the free editor, and when the paperwork matters enough to see everyone sign live, upgrade to Pro Signing and hold your first session.