Articles on: Checklists

Require PIN code before signing a checklist

What is this about?


How do I set up and use a PIN code when signing checklists?


Some projects require you to enter a personal PIN code before you can sign off on a checklist. This applies to all signing actions: Completed by, Accepted by, and Approved by.


This article covers how to set your PIN, how signing works when PIN is required, and how to remove your PIN. It also covers how project admins enable the feature.



How to


Who can do what


Action

Who can do it

Enable PIN-to-sign on a project

Project Owner or Admin (company must have the SecurityModule)

Set or remove a personal PIN

Any user on their own profile

Sign a checklist with PIN

Any user with signing access on the project



Setting your PIN


Before you can sign checklists on a PIN-enabled project, you need to set a PIN on your profile.


  1. Click your profile picture or name in the top-right corner.
  2. Go to Profile > MFA settings.
  3. Expand PIN for signing checklists.
  4. Enter a numeric PIN (4 to 12 digits, numbers only).
  5. Re-enter the PIN in the Confirm PIN field.
  6. Click Set PIN.


You will receive a security email confirming the PIN was set.





Signing a checklist when PIN is required


When a project has PIN-to-sign enabled, the signature modal will include an extra Signing PIN field.


  1. Open the checklist and click the signing button (e.g. Completed by, Accepted by, or Approved).
  2. The signature modal opens. You will see a Signing PIN field above the signature area.
  3. Enter your PIN.
  4. Draw or confirm your signature as usual.
  5. Hold the Hold to Save button to finalize.


The system verifies your PIN before processing the signature. If the PIN is wrong, you will see an Invalid PIN message and the signing will not go through.



Signing in bulk


When using bulk approve on multiple checklists, the same PIN field appears in the signature modal. Enter your PIN once and it will be used for all checklists in the batch.



Removing your PIN


  1. Go to Profile > MFA settings.
  2. Expand PIN for signing checklists.
  3. Click Remove PIN.


You will receive a security email confirming the PIN was removed.


After removing your PIN, you will not be able to sign checklists on projects that require a PIN until you set a new one.



Enabling PIN-to-sign on a project (Admin)


This setting is only available if your company has the SecurityModule enabled.


  1. Open the project and go to Settings > Advanced.
  2. Scroll to the Security section.
  3. Toggle Require PIN to sign checklists on.


Once enabled, all users must enter their personal PIN when signing checklists on this project. Users who have not set a PIN will see a message telling them to set one on their profile before they can sign.




Details


  • The PIN is a numeric code between 4 and 12 digits.
  • Your PIN is stored securely using the same hashing method as your password. No one at CxPlanner or your company can see your PIN.
  • The PIN is personal to your account. It is the same PIN across all projects that require it.
  • When you set or remove your PIN, a security notification email is sent to your registered email address.
  • The PIN-to-sign toggle in project settings is only visible when the company has the SecurityModule plugin active.


Rate limiting


To prevent misuse, the system limits how many times you can enter a wrong PIN:


  • After 5 incorrect attempts, your PIN entry is locked for 15 minutes.
  • During the lockout period, all PIN verification attempts will be rejected.
  • After the lockout expires, you can try again.



Troubleshooting


I do not see the PIN field when signing a checklist.

The project admin has not enabled "Require PIN to sign checklists" in the project Advanced settings, or the company does not have the SecurityModule. Contact your project admin.


I see "Invalid PIN" when I try to sign.

Double-check that you are entering the correct PIN. The PIN is numbers only. If you have forgotten it, go to your profile, remove the old PIN, and set a new one.


I am locked out and cannot enter my PIN.

You have entered the wrong PIN too many times. Wait 15 minutes and try again.


I see a message saying I need to set a PIN before signing.

Go to your profile > MFA settings > PIN for signing checklists, and set a PIN. You can then return to the checklist and sign.


I removed my PIN and now I cannot sign.

Projects with PIN-to-sign enabled require every user to have a PIN. Go to your profile and set a new PIN.


The PIN toggle does not appear in project settings.

Your company does not have the SecurityModule enabled. Contact your company administrator or CxPlanner support to enable it.


Updated on: 02/21/2026

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