Purpose
Use this process to assign one or more people to sign a custom form and send them a secure electronic signature request.
A person assigned to sign a form may also be called a signatory, signator, signer, or signature recipient. The available signatories depend on the client profile where the form is located and may include the client, caregivers, client contacts, or office staff.
Before You Begin
Confirm the following before assigning a signatory:
The custom form includes a signature field.
The signature field is configured to allow signatories to be assigned.
The form is located in the correct profile.
Each person who must sign the form has a valid email address on file.
The form has not been completed or locked.
Important: Select Finish Later rather than completing the form. The form must remain available for the assigned recipients to sign.
Assign a Signatory to the Form
1. Open the custom form
From the appropriate client profile, open the custom form that requires a signature.
Complete the applicable form fields until you reach the signature section.
2. Edit the signature field
Locate the signature field and select the Edit icon beside the signer’s name or signature field.
3. Add the signatory
Select Add Signatories.
Choose the appropriate signatory type:
Client: Select the client whose profile contains the form.
Caregiver: Select from the available caregivers.
Contact: Select from the client’s contacts. Use this option when an authorized contact will sign on the client’s behalf.
Office Staff: Select an appropriate office staff member.
Because the form is associated with a specific client profile, the client selection is limited to that client.
4. Save the signatory selection
After selecting the required signatory or signatories, select Save.
Review the signature field to confirm that the correct people have been assigned.
5. Keep the form open for signatures
Select Finish Later.
Do not finalize or lock the form before sending the signature request. Selecting Finish Later keeps the form available so the assigned recipients can provide their signatures.
Send the Signature Request
1. Return to the Forms list
Navigate back to the client’s Forms list and locate the saved form.
2. Select Send Signature Request
Select the Send Signature Request icon or option associated with the form.
3. Review the email
The signature request email opens with a prepared template.
You can:
Review the assigned signature recipients.
Add information or instructions to the email template.
Add other email recipients when needed.
Adding someone as an additional email recipient does not automatically make that person a signatory. Anyone required to sign must be assigned through the form’s signature field and must have an email address on file.
4. Send the request
Confirm that the recipients and message are correct, and then select Send.
What the Signatory Receives
Each assigned signatory receives an email with a subject identifying it as a signature request from your agency. The email also identifies the form and includes a link to open the signature request.
To access and sign the form, the recipient must:
Open the signature request email.
Select the signature request link.
Enter the email address associated with the request.
Select Request Access Code.
Return to their email inbox and retrieve the one-time passcode, or OTP.
Enter the access code on the Signature Request page.
Select Submit to verify the code.
Review the form and add their signature.
Select Submit to complete the signature.
Common Scenarios
The client must sign the form
Select Client when adding the signatory. The client listed in the profile is the available client selection.
A contact must sign on the client’s behalf
Select Contact, and then choose the appropriate person from the client’s contacts.
Before sending the request, confirm that the contact is authorized to sign on the client’s behalf and has a valid email address on file.
A caregiver must sign the form
Select Caregiver, and then choose the appropriate caregiver from the available list.
An office staff member must sign the form
Select Office Staff, and then choose the appropriate staff member.
More than one person must sign
Add each required person as a signatory through the signature field. Confirm that every assigned signatory has a valid email address before sending the request.
Someone should receive a copy but does not need to sign
Add the person as an additional recipient in the signature request email. Do not assign the person as a signatory unless their signature is required.
Best Practices
Confirm email addresses before sending
Recommendation: Verify that every signatory has a current email address on file.
Benefit: The recipient can receive the request and complete the access-code verification process.
Risk if skipped: The recipient may not receive the request or may be unable to access the signature page.
Assign signatories before leaving the form
Recommendation: Review the signature field and confirm all required signatories before selecting Finish Later.
Benefit: Reduces the likelihood of sending a request to the wrong person or omitting a required signer.
Use Finish Later
Recommendation: Select Finish Later after saving the signatory selection.
Benefit: Keeps the form available for electronic signatures.
Risk if skipped: Completing or locking the form may prevent recipients from signing it.
Add clear email instructions
Recommendation: Add a short explanation of what the recipient is signing and when the signature is needed.
Benefit: Provides context and helps the recipient recognize the request as legitimate.
Consideration: Do not include sensitive client information that is unnecessary for the recipient to understand the request.
Verify authority to sign
Recommendation: When a contact will sign on the client’s behalf, confirm that the person is authorized to do so.
Benefit: Helps ensure the signature is collected from the appropriate person.
Troubleshooting
The Add Signatories option is not available
Possible cause: The signature field may not be configured to support assigned signatories.
What to do:
Confirm that you are editing the correct signature field.
Confirm that the form contains a signature field.
Have an authorized user review the custom form configuration.
The person is not available in the signatory list
Possible causes:
The wrong signatory type is selected.
The person is not associated with the client.
A client contact has not been added to the client profile.
The required caregiver or office staff member is not available for selection.
What to do:
Confirm whether the person should be selected as a client, caregiver, contact, or office staff member.
Confirm that the form is located in the correct client profile.
Verify that the person is properly associated with the client.
Reopen the form and try the selection again.
The recipient did not receive the signature request
What to do:
Confirm that the recipient has a valid email address on file.
Confirm that the correct person was assigned as a signatory.
Ask the recipient to check their junk or spam folder.
Confirm that the request was sent to the expected email address.
Resend the request if the option is available.
The recipient did not receive the access code
What to do:
Confirm that the recipient entered the same email address used for the signature request.
Ask the recipient to check their junk or spam folder.
Have the recipient wait briefly, and then select Request Access Code again.
Confirm that the email address on file is correct.
The recipient’s access code does not work
What to do:
Confirm that the newest access code is being used.
Enter the code exactly as it appears in the email.
Request a new access code if the previous code has expired or another code was requested.
The form cannot be signed
Possible cause: The form may have been completed or locked instead of saved using Finish Later.
What to do:
Review the form’s current status.
Confirm that the assigned recipient has not already submitted a signature.
If permitted, return the form to an editable status and resend the signature request.
Contact an authorized administrator if the form cannot be reopened.
Associated Reports
No report is required to assign a signatory or send a signature request.
If your agency uses operational or compliance reporting to monitor unsigned forms, follow your agency’s established reporting process to identify forms that are awaiting signatures.
Related Articles
Add the published Help Center URLs to the buttons below.
[Button: Create or Edit a Custom Form]
[Button: Add Signature Fields to a Custom Form]
[Button: Add and Manage Client Contacts]
[Button: Complete and Submit a Custom Form]
[Button: Review Completed Client Forms]
Article order
Create or edit the custom form.
Add and configure the signature field.
Add or verify the client’s contacts.
Assign the signatory and send the signature request.
Complete and submit the form.
Review the completed form.
Writing approach
The article uses direct product guidance, defines the complete workflow, and includes recipient-side instructions so it stands alone. Alternate terms such as signator, signer, signature recipient, access code, and OTP are included naturally to improve Help Center search results.