Forms can carry one or more signatures, signed on screen by staff, in person by a participant, or remotely through a secure link with a one-time code. This tutorial covers setting up signatures and collecting them.
Before you begin
- A published form with Needs a signature ticked and at least one Signature field. See Building a form with the form builder.
- Permission to send forms (forms.responses.send) and to sign (forms.responses.sign).
Set up the signers
- Open the form in the builder (Quality → Forms, then Edit).
- Add a Signature field for each person who must sign.
- For each one, set the Signer role (for example Participant or Coordinator) and the Order they sign in.
- Choose the Method: On screen, On screen or link, or Remote link.
- Optionally choose where Signer’s name comes from (a lookup or text field), otherwise it is typed when signing.
- Check the Sign-off chain on the Outcomes tab, then publish the form.
Signers sign in order; the form is complete when all have signed.
Send the form to sign remotely
- On Quality → Forms, select Send on the form.
- Choose the Participant if the form is about one.
- Choose Who fills it in: Participant, Nominee, Guardian, Someone else or Staff member. Contact details come from the participant’s record unless you type different ones.
- Choose How: Email link, SMS link or In person, on this device.
- Check the Name and Email or Mobile, then select Send.
What the signer sees
- The signer opens the link. The page says You’ve been asked to sign.
- They select Send me a code and enter the 6-digit code under Confirm it’s you.
- They open and read the document, then tick I have read the document and I agree to sign it electronically.
- They enter Your full name, choose Draw my signature or Type my name, and select Sign. Or they select Decline to sign and give a reason.
Public signing page on a phone with the agreement tick box, full name and Draw my signature option
Sign in person after submitting
- Fill the form with Fill and submit it. You see Submitted. Signatures are next.
- In the Signatures card, select Sign as me to sign yourself.
- If the participant is signing in front of you, type their name in the box and select Record signature. You are recorded as the witness.
Follow up unsigned forms
- Open Quality → Forms and the Responses tab.
- Open the response. Signatures shows each signer as signed, Waiting: link sent or not signed yet.
- Select Remind next to a signer whose link was sent.
Tips
- Signing links expire after the period set in Settings → Forms and assessments. External signers confirm a one-time code before they can sign.
- A locked copy is filed when the form is approved; any change after that creates a new version.
If something goes wrong
The signer sees That code didn’t work.
They should check the latest code, or select Send a new code. After too many attempts they must ask for a new code.
This link isn’t valid
The link has expired or was replaced. Send the form again.
The signer sees You can sign once the people before you have signed.
An earlier signer in the order hasn’t signed. Remind them first.