Digital Signature via Email
This article will show you how to create, send and view a signature request sent to your customer via email.
Topics in this article include:
Request Signature
The customer that you are sending a signature request to must first have an email address linked to their account as well as first name/last name.
Note: If they don’t have a first and last name (they are a company), then there must be a contact assigned on the transaction with a first and last name.
1. You can add this by going to their customer name from your customer list within the Counter or through People > Customers.
Note: The name field requires the customer's full legal name; it has a minimum length of 3 characters to help prevent some types of fraud or accidental data errors.
2. Click the edit icon next to their name and enter an email address in their email field and click Save. Now that the customer has an email address linked to them, you can send a request for a signature when you send the email.
3. From the Workbench, select the contract in question.
4. Click the Contract option and select Send Contract.
5. From here, before you click send, ensure the Request Signature option is selected from the drop-down. If you don't collect credit card payments within Essentials, you won't have this drop-down but you will have the Request Signature option to check off.
6. Once the Request Signature option has been selected, make sure the customer's legal name and email address are correct.
7. Click Send once you have entered any additional email comments.
The customer will then receive an email with a link to click on to view and digitally sign their contract.
1. They will be asked to enter their email address.
Note: What the customer enters has to be exactly what you entered. This includes any capitalization, etc.
2. Once they receive the request signature link in their email they will be asked to verify their identity by entering their email address.
3. After the customer verifies their email, they can look at the rental contract and make sure everything is correct.
4. When the customer clicks on one of the boxes, they will get the following screen to enter their signature/initials. They will only enter this once, and in the other boxes they simply need to click on them and the signature/initials will auto-populate.
5. Once the customer has signed the contract, they will click Save. A second screen will be brought up where they must verify they are the person that signed the document. They will scroll through the terms again, check the "I accept" box, and type in their name once more. They will click Save and the documents are now completely finished.
Want to know when a requested signature has been signed? You can set up notifications for yourself by clicking on the gear at the top right and choosing User Settings. From here, you can select what type of notifications you want to receive, including when a signature request has been signed. You can select to receive notifications for any signature requests you've sent or for any signature request any user within Essentials has sent.
You will now receive an email notification any time any eSign documents are completed or when just the ones you sent are completed depending on your settings. You can go back later and view it as well.
1. From the Workbench, select the contract in question.
2. Click the Contract tab and to your right will be a list of all signature requests sent along with the date/time the request was sent and if it has been signed or not.
You can view the signed document by clicking on the view icon next to it. This will bring up the PDF version of the contract. If signed, you will see the electronic signature at the bottom of the contract terms/agreements. From the PDF view, you can print or just close it out. You can go back at any time and view this when needed, even when the transaction is closed and fully paid.
Note: You can view closed transactions from the Workbench by clicking the Closed Past 7 Days option from the Quick Filter options or by generating the Closed Transactions Search Report within Reports > Transaction Reports.
Legalese and specific requirements for equipment are important from both legal and safety standpoints. It is often helpful to have customers sign/initial after especially vital information as it prompts them to slow down and read more carefully. This can be accomplished by defining swap tokens within your eSign Configuration that can be inserted into your legalese within Point of Rental to prompt the customer to sign.
1. From your Point of Rental Essentials navigate to Configuration > Company Configurations > ESign.
2. The following swap token UI will be available. Define the swap token text you would like to insert into Point of Rental. For example, we have defined that where ‘Signature’ is entered, we would like to prompt for a signature.
3. Define the swap token type for a signature or initials.
4. Use the X and Y offset settings to perfectly place the Signature or initials over your contract.
5. Update your contract to reflect the new token text.
6. Go to Configuration > Company Configuration > Printing Options and update your legalese.
7. Send out a contract through Countersign or Request Signature and the customer will be prompted to sign/initial in each of these places. If there is more than one signature, they will be able to click 'next' to move on to the next signature.
8. When the customer clicks on one of the boxes, they will get the following screen to enter their signature/initials. They will only enter this once. In the other boxes they simply need to click on them and the signature/initials will auto-populate.
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