Rock U - Event & Calendar - Electronic Signatures

Transcribed Video Content

If your organization has anything that requires some kind of consent such as a waiver or a medical form, there's no need to be printing and scanning, getting things signed on paper, or chasing down documents. I'll show you how you can easily set up an electronic signature document in Rock and even attach it to an event registration. Let's look at it right now. Let's get started with electronic signatures. We'll head to admin tools, settings. Then if you start typing in signature documents, you can click there. And as you can see, we already have two templates. You can add another one by clicking this plus button, but we're gonna explore one that's already been created just so you can see what it looks . And in this case, we've already had three signatures. And just for reference, let's click on one so you can see what it looks . And here is an example of a document we've already created. You'll see what went into making this and also we can see Alicia Marble's signature right here, which she could work on a little bit, . Then we'll go back, back on the document templates page and let's edit to see what it looks . First of all, we've given this template a name and a description which is really helpful for you in the future or other team members using Rock. We've picked the document term which is just release. Meaning if Rock refers to this document, it will call it a release. And there are many different file types we can pick between and we've picked digitally signed documents. And as it says here, it determines which file type is used when storing this signed document. Then we have a completion email template that we've picked. And you can create more email templates, but this is, the best for this use case right here where we're doing a field trip release. And it's actually all written in Lava right here. You can see some of the texts that we just interacted with. Also the email header logo if you have that configured and you can preview exactly what this signature document looks . Here it is. So you can do some testing to see what works and you can brand this for your organization. Then you can pick between whether your signature input type is typed or drawn. And something to note is that there's actually some importance in this decision because typed will allow you to type your name as a digital signature and they're both legally acceptable in The US and Canada. But in some places a drawn value which would be if you were to sketch it out we saw in the example, it would be considered personally identifiable information whereas a type signature is valid but it isn't considered personal. So if that's one of your considerations, just keep that in mind. Then you can also pick whether this is valid into the future. And if you wanna see some more template tips as you're building this and what merge fields are available to you, just click template tips. Then we're going to look at a couple ways that you can actually apply this signature document. The first being an event registration. So if we go to tools, down to event registration, we're going to look at our soccer league template and edit it. Now say before someone can sign up to be a part of the soccer league, we want them to fill out a signature form. Well, we'll dive into the details here and scroll down. There's a required signature document, input here. And we can see that field trip release that we just saw as an example. Now picking that and saving from now on when someone signs up for the event, this will be required for them to be able to sign up and you will be able to access the exact sample that we looked at earlier. Now another place in Rock where this is helpful and you can make signature documents a part of your work is in workflows. So if you head to admin tools, settings, then workflow configuration, we're going to pretend we're making a new workflow in safety and security because this signature document is all about security. And it will skip these just so you can see the example. If we were to add an action, we can go to action types. Then if you look through here, down in workflow control, you can click electronic signature. And there's quite a few options here, so I'll step through what these mean. But the signature document template is where you'll actually pick the field trip release we made earlier. So say you wanted to administer this release form through a workflow, you can do that this way. You can pick if you want to include an attribute, for the signature document template instead of hard coding it this. If you want it to be dynamic, you can pick applies to person. So for example, for a field trip release, if this release is for a child, you would pick the child because the the release applies to them. Then assigns to person could either be the same person it applies to or maybe a guardian or, an administrator. Then you can pick who this is assigned by and these are all fed by attributes. So you'll wanna make sure to have attributes, with the people that you want to put into this action. Then at the end, it's pretty important, you can use Lava as this field indicates to create a signature document name so that you can, dynamically or statically name, whichever signature document is coming out. These signature forms are saved automatically for you, so it's really easy to do your record keeping. If And you ever need to find these things in the future, it's very simple. Thanks for watching this video on electronic signatures.