Overview - Beta
Send documents or contracts for your staff to sign or for parents to sign for one of their students. When signed the returned document is saved to the relevant student record.
Article Sections
- The Process
- What Needs to be in Place
- Create the Cover Email Template
- Create Document or Contract to be Signed
- Send Your Document for Signature
- What the Customer or Staff Member Does
- Accessing Signed Documents
- Capturing Credit Card Details with DocSign
The Process
- From a student record a document that requires signing can be sent to the linked primary customer or from a staff record a document that requires signing can be sent to the staff member.
- The customer or staff member signs the document after pressing the link in the email. A login to Oases is not required to complete this process.
- The signed document is saved to the student or staff record.
What Needs to be in Place
DocSign needs to be switched on in Config Settings. Go to: Setup > Company > Config Settings > System > Enable DocSign > Change to Yes > Apply Changes.
A cover email template needs to be created.
A document or contract template needs to be created.
Create the Cover Email Template
1. Go to: Setup > Other > Template Setup.
2. Press New to create a new template.
3. Name the template
4. For a document being send from a student for a parent to sign, assign the template type as Parent as you are emailing the customer on file. For a staff document to be signed assign the cover email as a staff template.
5. Save your new template and then select it from the drop down menu.
6. Complete your template and be sure to include the macro that will display the DocSign link: #DOCSIGNURL#
Create Document or Contract to be Signed
7. Go to: Setup > Other > Template Setup.
8. Press New to create a new template.
9. Name the template
10. Assign the template type as Parent DocSign if you are emailing the customer on file. Assing the template type as Staff DocSign for tutor documents.
11. Save your new template and then select it from the drop down menu.
12. Complete your template with your terms.
13. To insert information that will differ with each production ensure that you use a macro, a full list is available from 'This List', bottom right of the page. The white section of the list are customer macros and further down the gray section are student macros.
14. Consider custom fields to insert first billing date or items that will change with each use of the template. Note the use of a custom field in point 2 in the example below.
Send Your Document for Signature
15. When parents need to sign the documents are student specific, so to send a document to a customer open the relevant linked student record. Keep in mind that if a customer has more than one linked student the operation will need to be performed from each student record.
16. In the student or staff record click on the Notes/Docs tab.
17. Press on the DocSign Icon in the Documents area.
18. Oases will confirm the name and email of the recipient. Change the Primary linked customer if you don't see the expected name. Point 14 of this tutorial will show you how. SP02. Creating Parent/Customer Record (Second Customer, Error Correction & Agency Payments) Primary Customer Allocation
19. In the first field select your cover email template.
20. In the second field select your document/contract template.
21. Press Send DocSign
22. You will receive a green screen notification that the email has been sent.
23. The Notes list will update to list your email request. Press the small refresh icon if you don't see this right away.
What the Customer or Staff Member Does
24. After pressing the link in the cover email the document will open as shown below.
25. Note that the macros have added the names and first billing date in point 2 of the example.
Always send a contract to a test customer or test staff member to ensure your macros are working as expected before sending to a real customer.
26. The recipient can sign with a finger if on a device or type name if simpler.
27. Once signed the document is re-presented to your customer or staff member to print.
Notification to Company
28. You will receive an email to the company contact when a document is signed and ready to be viewed by your team.
Accessing Signed Documents
29. Signed staff documents are loaded to the notes/docs page in the documents area of the staff record.
Signed customer documents are loaded to the student and customer notes/docs page in the documents area. Please be aware that this is the same document. If you delete it from one it will not be available from the other.
Capturing Credit Card Details with DocSign
30. Stripe Only. If you are connected to Stripe for processing credit card payments you can include a link in the DocSign document to request a card on file as well as signing the document.
31. Add the macro to create the link to the Parent DocSign template in setup. Add instructional text as this must be done before your customer signs the DocSign.
When your customer opens the DocSign it will look like this:
32. The credit card details will be saved to the Billing Tab in the customer record.
33. There are two macros to choose from. The one detailed above creates a link with text but if you would like to program your own message using html use the macro for a raw link.
Link To:
SU08. Default Emails - Template Set Up.
SU08.b. Create, Edit or Delete Email Template To Email from Oases