Use E-signature Documents when you need legally binding, court-admissible signatures. You upload a PDF, and Enrollsy fills it in with information the customer already gave during enrollment. Customers then sign it on a computer, tablet, or phone.
If the document needs information your Enroll Form doesn't collect yet, you can:
Add that question to your Enroll Form
Have signers fill it in on the document before they sign
Before You Start
Unlock the Feature
E-signature Documents must be unlocked by Enrollsy. If it isn't turned on for your account, message us through chat and we'll unlock it for you.
NOTE: E-signatures cost $2.50 per signature request. A signature request is one document sent to be signed. It counts as one request whether it's fully signed, partially signed, or unsigned.
Give Admins Permission
Make sure every admin who will work with E-signature Documents has the Manage E-signature Documents permission.
Go to My Company > Users > Admin and click the pencil icon next to the admin user
Click the Role field (your role may have a different name than Admin)
Click the cog icon, then click the pencil icon to open the permission list
Check Manage E-signature Documents
Step 1 — Add a New E-signature Document
Go to My Company > Forms > Documents
Under E-signature Documents, click Add E-signature Document. If you already have one, click the plus sign instead
Four tabs appear across the top of the screen: Field IDs, Setup, Design, and Send Test. The steps below go through each one.
Step 2 — Verify Field IDs
Field IDs are the names you'll use to find your Enroll Form fields when you design the document.
The left side shows each field as it appears in the Enroll Form Editor
The right side shows the nickname you'll see in the Design Tool
Rename any nicknames that aren't unique so you can easily tell them apart later. For example, change Cell Number under Emergency Contact to Emergency Contact 1 Cell Number. To use the exact wording from the left side, click Fill.
When the nicknames look right, click Next.
NOTE: You can't change Field IDs after the document is created and mapped. To change them later, you'll need to create a new document.
Step 3 — Set Up the Document
Upload Your PDF
Click Upload Document and choose the PDF from your computer.
NOTE: E-signature Documents must be PDFs sized 8.5 x 11. To convert a Word or Google document, print it to PDF.
Enter Document Details
NOTE: The rules below apply per Enrollment Period.
Title — The document name. You can change it later
Required At — How often the document is required within an Enrollment Period
Primary Account Holder — Once per Primary Account Holder, no matter how many enrollees or enrollments they have
Enrollee — Once per enrollee, no matter how many enrollments they have
Enrollment — Every time someone enrolls in a program that requires it, even if they've signed it before
Expiration — Optional. Set how long a signed document stays valid, such as 12 months. You can filter documents by soon-to-expire or expired
Redirect URL — Optional. The page signers go to after they finish signing. The default is the Customer App home page
Choose Your Signers
The first signer is usually the Primary Account Holder. To add more signers, choose from:
Secondary Account Holder — Sends the document to the Secondary Account Holder
Enroll Form Field — Sends the document to an email field on your Enroll Form, such as a guardian's email
Typed Email — Sends the document to an email you enter, such as a director who needs to sign
NOTE: You can't add a signer after the document is created. Decide on all signers now. Learn how to set up multiple signers
Signing with two account holders: If both the Primary and Secondary Account Holder are signers, both signatures are required. If an account only has one account holder, their email must be entered in both email fields. They'll get the document a second time after they sign it the first time.
Step 4 — Design the Document
In the Design Tool, you place fields on your PDF so it's filled in with enrollment information and ready to sign. On the Design tab, click Open Design Tool.
The left panel lists the signers and the fields you can add
The right panel shows settings for the field you select
Each field's color shows who fills it in:
Grey (Me (now)) — Text you type in now that signers can't change, such as your company name or contact info
Pink (Sender) — Filled in automatically from the Enroll Form
Blue (Signer) — Filled in by the signer when they sign
Sender Fields — Filled In From the Enroll Form
Only text boxes can be filled in from the Enroll Form. Checkboxes can't be, so add those as signer fields instead.
Drag a Textbox onto the document where the information should go
In the right panel under What Text Goes Here?, choose the matching field nickname
NOTE: A new text box starts out set to the first option in the list, so always pick the correct field. The options are listed by the nicknames you set on the Field IDs tab, not in Enroll Form order.
Program metadata also appears under What Text Goes Here?. It's listed by its key, and the document is filled in with its value.
Signer Fields — Filled In at Signing
NOTE: The document needs at least one signature field before you can save it the first time.
Signature — Any place a signature is needed
Initials — Any place initials are needed
Date Signed — Adds the date the document was signed, usually next to a signature
Name, Email, Company, and Title — Filled in automatically from the signer's details. These are rarely used
Textbox — Any text the signer types in
Checkbox — Any box the signer checks. To have a box checked by default, turn on the toggle under Options
Dropdown — A single-choice or yes/no question. Add the choices under Options
Radio Group — A choice between options shown as circles or boxes, such as Yes and No
Text Box Settings
Click a text box to see its settings in the right panel. Some settings are only available for signer text boxes.
Required — Signer only. Signers must fill in this field before they can finish signing
Text Options — Optional placeholder text that shows in the field, such as Hospital Name
Formatting — Font and size. Use a smaller size to fit short lines
What Text Goes Here? — Sender only. The Enroll Form field used to fill in the text box
Mask Typed Text — Signer only. Hides sensitive info, such as an insurance policy number, with asterisks for other signers and on the final PDF
Validation — Signer only. Limits entries to a format such as numbers, letters, or phone numbers. Use it carefully, because entries in any other format won't be accepted
Field Name — Optional
Conditional Logic — Signer only. Shows or hides fields based on how the signer answers another question
NOTE: Each text box can only hold one line of answers. Dropbox Sign won't send the document if answers are stacked on separate lines. For long text boxes, tell signers to separate answers with commas or semicolons.
Add Conditional Logic
Conditional logic shows a field only when a signer gives a certain answer. For example, a signature field appears only if the signer answers Yes to Does the child regularly take medication.
Click the question the field depends on and open Conditional Logic
Choose the answer that should trigger the rule
Under Show/Hide, click the fields to show or hide. They turn light blue
Click Done
Align and Adjust Fields
Align fields — Drag your mouse over the fields to select them, then choose an alignment from the menu in the top-right corner
Move fields — Drag them with your mouse, or use your arrow keys
Zoom — Set the zoom anywhere from 25% to 300%
Other tools — Undo, redo, copy, paste, and keyboard shortcuts are in the toolbar.
Step 5 — Customize the Signature Request Email
This step is optional. When you finish placing fields, click Next in the Design Tool. You can then add a custom title and message to the email signers receive.
Enter a title, a message, or both
Click Save Template
The message is saved as a template you can reuse on other E-signature Documents.
Step 6 — Send a Test
Companies in Test Mode (Not Yet Live)
If your company isn't live yet, sending a test from the Send Test tab is the only way to test E-signature Documents. They won't be sent to test enrollments until your company is live.
Open the Send Test tab
Search for any active account that has enough information filled in to test with. The document won't be sent to that account's holders
Enter the email address to send the test to, such as your own
Click Send Test
NOTE: Don't have any accounts yet? Create a test customer account to test with.
Check the inbox you sent the test to:
The email comes from noreply@mail.hellosign.com with the subject [Company Name] [Document Name] - Signature requested by Enrollsy.com
Click Review & Sign. A message will say this is a mock request with no legal value. Click OK
Click Get Started and go through the document as a customer would
Make sure each field fills in correctly and that required fields are marked with a red asterisk. The number of required fields left shows in the top-left corner
If something looks wrong, go back to the Design Tool, fix it, and click Save Template. You can send as many tests as you need.
Step 7 — Attach the Document to Programs
When a customer enrolls in a program with an E-signature Document attached, the document is emailed to them automatically.
Go to the Programs page and click the pencil icon next to the program. To update several programs, select them on the left and click the bulk update button
Click Enroll Form in the left menu, or scroll down to the Enroll Form settings
Click E-signature Documents. If you're updating several programs, turn on the toggle first
Choose your document from the dropdown
Click Save
If a customer doesn't sign, automatic reminder emails go out 3 days and 7 days after the document is sent. After that, you can send reminders manually at any time.
Send an E-signature Document Manually
You can also send a document to customers yourself at any time, such as to people who enrolled before you attached it.
Go to Enrollees > Documents
Filter by enrollee name or program
Select the enrollee
Click the blue document icon and add the document
To send to several enrollees, select them on the left, then click the plus document button
NOTE: The document is emailed the moment you add it.
Make Changes to an E-signature Document
To make changes, go to My Company > Forms > Documents and click the pencil icon next to the document.
Update the design — Open the Design tab, click Open Design Tool, make your changes, and click Save Template. Send another test to check them
Change the email title or message — In the Design Tool, click Next, update the text, and click Save Template
Change which fields are required — Update the field on your Enroll Form. Then open the Design tab on the document and click Sync Mappings with Fields
NOTE: You can't change Field IDs, add signers, or replace the PDF on an existing document. Upload it as a new document instead. Don't delete the original until you've read How to Edit an E-signature Document, because deleting it removes every copy customers have signed.