Now you can collect signatures from multiple parents or guardians on your enrolment form, using Funnel. We understand that it can sometimes be difficult to collect all the relevant signatures from parents and guardians who may not be under the same roof, or sitting with each other at the time of application. That's why we’ve made it easier to both collect and keep track of signatures.
You can also use an advanced filter to sort your multi-signature forms by Pending Signatures, Unable to Sign and Signed, allowing you to easily contact groups in bulk who are at the same stage.
How do I check in Funnel if a signature is pending?
There are a couple of ways to check if a signature is pending:
On the lead details page, you can navigate to Forms to see pending signatures. A status of 'Pending Signature' will display next to the entry showing the number of pending signatures.
From the Leads Table, select the Advance filters and choose Multi Signatures, you can then choose which form you want to filter. Once you've selected the form you can then apply either Pending Signatures, Unable to Sign or Signed to see a list relevant.
From the Forms Module, select View Form Submissions on the relevant form. Use Advanced filter > Status and apply either Pending Signatures, Unable to Sign or Signed to see a list relevant.
2. How do I resend a signature request email for a pending application from within Funnel?
We automatically resend a signature request email reminder 7 days from the requested signature date.
You can also manually trigger this signature request email from the lead details page. Scroll to the forms widget, select the three-dot option, and view signatures. A modal will appear and you'll have the option to resend a signature request email to the guardian with the outstanding signature.
3. How does the system know which parents/guardians to send the request for signature to?
The parents/guardians required to sign any enrolment form need to be listed as a parent/guardian within the form submission. The system then uses the name and email address to trigger off any request signature emails.
This means it's still really important that all responsible parents/guardians details are on the form.
4. What if the parents/guardians are ready to sign the form at the same time?
The second parent can't sign on the same form as the primary parent. They can only sign via the link that is emailed to them.
Additional guardians will be sent an email to sign, as it allows us to show evidence of who signed via the IP address captured in the enrolment PDF.
5. Does the parent/guardian completing the form need to wait for all signatures to be provided before they can submit and pay the form fee?
No, the form is complete and paid for when the parent/guardian completing the form has signed and paid the fee (if applicable). However, to keep track of progress the form will remain in a pending action status until all signatures are provided.
6. Will the additional parents/guardians who have been sent the form for signing be able to edit the form data?
No. When the additional parent/guardian receives the request signature email, they'll open a 'view only' version of the completed form. We want to make sure the original data on the completed form you receive remains secure and unchanged, so the additional guardians will receive the 'Review page' of the form with only the signature field for them to action.
7. What if there is a reason a parent cannot sign or receive form communications?
That's fine, you can add a 'do not contact' toggle field to the parent collection on your forms. This provides families with the option to still list relevant parents/guardians but with a flag that they should not be contacted and therefore do not need to provide a signature. This article explains this topic further.
You can start a conversation with our Support team via the Messenger in the bottom right of your screen to get multi-signature functionality set up on your forms.
If you have complex terms and conditions throughout your form, read this article about the suggested approach to updating your forms to suit multi-signature functionality.
There are system-generated communications sent as part of the multi-signature functionality. You can read more about those emails here.
8. When will the additional parents/guardians be sent the form for signing?
After the primary parent fills out the form, they will need to sign their section and make payment before the second parent signature request is sent - this email is sent automatically.
9. To ensure compliance, what information is collected to confirm that the second guardian has signed?
When the enrolment document is completed, a PDF is generated. This PDF is stamped with information fields that give you greater transparency for enhanced compliance.
The information includes:
Whether the signature type was “Manual” or “Digital”
Whether the signee reached the document via an email link and if so, from which email address
The IP Address of the signee
The date the document was signed
10. Should I send the form to both guardians?
No. Only send the form to the primary guardian for completion.
11. Can I decline a reason a parent has provided not to sign?
Yes, you can Reject and request signature to trigger a signature for the parent. This will change the status from Unable to sign to Pending. The guardian will then receive an email to sign the application and the form would change from a Complete status to Incomplete whilst the guardian's signature is Pending.
Please check with the primary guardian before rejecting a reason from the parent.