If you have the Enrollment module and are using electronic contracts through the SchoolAdmin system, you might choose to use our Countersignature feature on those electronic contracts. This feature allows you to countersign contracts - after all, required parent/guardian entities have signed - by either adding an electronic signature or uploading an image of your signature (or the signature of your Head of School, Principal, etc.).
Before you can start countersigning contracts, you must enable and set up the feature. Read on below to learn how to do that!
To learn how to countersign contracts as an admin, click here.
To learn about the parent experience with countersigned contracts, click here.
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How-To: Enable & Configure Contract Countersign
Before you can countersign contracts, there are a few steps to take for setup.
Enable Countersign Setting on the Enrollment Setup Page
If you haven't enabled the Countersign feature yet, navigate to Settings --> Fields & Data --> Enrollment Setup to do so. Please note: This step must be completed by an Admin or System Admin with Data permissions.
Once on the Enrollment Setup page, scroll to the section titled 'Require Countersignature'. Check the box for 'Countersignature Required?', and then click Save.
What happens when the Countersignature feature is enabled:
A countersignature field will automatically be added to all active and draft Contract form templates.
All student contracts will require a countersignature before they are considered complete (i.e. 'Submitted' status).
Disabling the feature will remove the countersignature fields from your contract form templates, and contracts will no longer require a countersignature before being considered complete. This will also remove the Countersign Contracts action on list pages or contact records.
Upload a Signature Image
After clicking Save, the page will refresh and you will now have the ability to upload a Countersign Image by using the Choose File button.
Image Sizing: We recommend testing image size and quality before uploading to SchoolAdmin. Quality/Sizing depends on the type of image and software you use to create it but, in general, an image size of approximately 200-250px wide displays well within contract pdfs.
After uploading your file, a preview of the currently active Countersign Image will appear on the page under 'Current Countersign Image'.
Please note: Uploading a Countersign Image is optional. You can still countersign contracts using an electronic signature. See below for more information.
How-To: Grant Countersign Permissions to Admins/Users
Before an admin/user can countersign contracts through the system, they must be granted the Countersign permission. Without this permission, the admin/user will not see the 'Countersign Contracts' action in list pages or contact records, even if the feature is enabled.
To grant this permission to one or more admins/users, someone set up as a System Admin in your SchoolAdmin site can go to Settings --> Portal --> Admin Portal Accounts. From there, simply check the 'Countersign' box for any accounts you want to have access to the countersign action.
For more information on Admin Portal Accounts, click here.
How-To: Enable Countersign User Notifications
If you want to receive daily email notifications about how many contracts are available to countersign, you can opt into this from the User Notifications page. Notifications are managed on a per-user basis, so if you need someone else to be subscribed to these emails, you will need to instruct them to log into SchoolAdmin and complete the steps below.
While logged into the admin portal, click on your name in the upper right and then select User Notifications. Once on the page, you'll see the option for 'Contracts needing countersign (Daily Summary)' under the Enrollment grouping. Check the box to opt into the notification.
Please note that this is a daily email, separate from the existing activity summary email. The subject line will be 'Contracts Pending Countersignature' and the email will list how many contracts are ready to be countersigned, along with a link to your Students in Enrollment list page.
How-To Set Up an Automatic Contract Thank You Email
Even if enabled within the Communication Setup page, the Contract Thank You Email will not be sent if you are utilizing the Countersign feature.
If you are using Countersign on your contracts and would like to send an automatic thank you after the contract is complete, you can use an Automated Communication Plan (please note that only Pro accounts have access to set up Automated Communication Plans) Here is how to set this up:
- First, disable the Contract Thank You system email under the Communication Setup page (Settings > Communication > Communication Setup).
- Next, craft a personalized thank you email under your Email Templates page, Settings > Communication > Email Templates (Custom Emails).
- Then, set up an Enrollment Automated Communication Plan, using the checklist item trigger for the Contract checklist item being marked as complete and attach the custom email you crafted.
- Now, once the countersigning process is complete (thus marking the checklist item as complete), your custom automated contract thank you will be sent!
- For more detailed information on setting up an Automated Communication Plan, please refer to this article.
Once the items above are complete, you are ready to start countersigning contracts, which you can do from the Students in Enrollment list page or a contact record.
Click here to learn more!
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