Manage Documents

Types of Documents

There are three types of documents that can be signed.

• Waivers are used for purposes such as liability release. These are specifically tracked, and an alert will be shown if a client does not have a waiver on file.
• Contracts/Packages are used for purchase agreements associated with a contract/package purpose.
• Document – this is a general-purpose document type. This could be used for non-waiver and non-contract/package purposes.

Waiver Expiration Interval

Document signatures can be set to expire. This is useful if clients are required to complete a liability waiver on an annual basis. Expiration interval options are 30 days, 60 days, 90 days, 180 days, or 1 year. Expiration is NOT required. By default, documents do not expire.

Note: You must set an expiration interval before saving a new document. The expiration interval cannot be changed after a document is created.

Signature Collection Overview

You can collect signatures for Active documents. Signatures can be captured by scanning of a QR code or following of a link to the document.

When signatures are collected, the following information is required to submit the signature:

• First Name
• Last Name
• Cell Phone Number
• Email
• Signature

e-Ballroom will save the waiver to the client’s profile by matching the cell phone number or email to the client. If a match is not found, their waiver will be stored and associated with a new client in your database.

Creating a New Document for Signatures

Navigate to e-Signatures > “Manage Documents”. Press ”New”.

Provide a title, select the document type, optionally set an expiration interval.

If you plan to edit the document before collecting any signatures, leave the status as “Draft”. If you do not need to this, select “Active”.

Next, provide your content. The rich text editor will do its best to preserve formatting from the source document if you utilize copy and paste.

To add an image inside the document, press the “Image” icon. There will be a menu that appears. Insert Image requires you to provide a link to the image on the internet. To upload an image from your computer, select “Image as base64”.

When ready, press “Save”.

Managing Waivers and Documents

Navigate to e-Signatures > “Manage Documents”. The grid that appears will contain the waivers and documents that are in draft or active status.

Get the Signing Link for a Document

Locate the document you need the link for. Press “Copy Link” in the corresponding row. A magic link will be copied to your clipboard. They resemble the following, without the braces [ ]:

https[:][/sign[.]e-ballroom[.]com/s.html?id=01JQMDJ2N58FMAE2EF9AF6WRYT

Get the QR Code for a Document

Locate the document you need the link for. Press “Get QR Code” in the corresponding row. You can then copy the QR code to the clipboard or you can save the QR code to an image as a file.

This will allow you to put the QR code on a poster or website. Customers can then utilize their phones to scan the QR code and open the waiver or document for signature.

Changing Status

To move a document to draft or active status, press “Change Status”. Change the status to the new state, press “Save”. You can optionally delete the document. This will archive the document and signatures for deletion.

Edit a Document

To edit a document, select the document and press “Edit”. The document will then be loaded for changes.

When you are done making edits, press “Save Changes”.