For schools using the Enrollment module, the Countersignature feature lets you sign contracts after all required parent or guardian signatures are in. Countersign in bulk from the Students in Enrollment list page or individually from a contact record. To enable the feature, see Countersignatures on Contracts: Setup Process.
💡Quick Answers
- When can a contract be countersigned? Only when it's in Pending Countersign or Pending Payment state, meaning all required parents/guardians have signed.
- Do parents have to pay the deposit before I countersign? No. You can countersign before or after the deposit is paid. If the deposit is paid first, the deposit checklist item won't check off until the contract is fully countersigned and submitted.
- How do I countersign in bulk? Enrollment > Students in Enrollment, filter to Pending Countersign or Pending Payment, select students, then Edit > Countersign Contracts.
- How do I countersign individually? On the contact record, click Manage Contract > Countersign Contracts.
- What signature methods are available? Electronic Signature (uses your admin account name, email, IP, and timestamp) or Image (the signature image uploaded under Enrollment Setup).
- Will the Contract Thank You email still send? No. The system email is suppressed when Countersign is enabled. Use an Automated Communication Plan (PRO plans only) to send a custom thank-you after the contract is fully countersigned.
In this Article
⚠️ Important Note
- Contracts can ONLY be countersigned when they are in either the Pending Countersign or Pending Payment state.
- If the deposit is paid before the countersignature is added, the deposit checklist item will not be checked off. The deposit will be checked off once the contract is fully submitted (and therefore countersigned).
- 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 (pro plans only)
How-To: Countersign Contracts
Once the Countersign feature is configured and at least one admin/user has been granted the Countersign permission, you are ready to countersign any student contracts that come in from your enrolling families.
Contracts must be in either the Pending Payment or the Pending Countersign state to be countersigned. This means that you can only countersign a contract once all required parents/guardians have signed it. However, it can be countersigned before or after they have paid the deposit.
The countersign contracts action can be done in bulk from a list page, or individually from a student's contact record. Read below for instructions on both methods.
Countersigning Contracts in Bulk
To sign contracts in bulk, navigate to the Enrollment tab - Students in Enrollment list page. From here, you have the option to use the Filter Options to narrow the list down to the contract statuses of 'Pending Countersign' and/or 'Pending Payment', or you can simply select all or some of the students on the page.
Once you have at least one student selected, you can click on the green Edit menu - Countersign Contracts. If you don't see this option, ensure that countersign permissions have been enabled for your account.
The Countersign Contracts modal will appear. On the first page, it will let you know how many contracts will be countersigned in this batch, as well as some basic information about countersigning.
Click the Next button to continue. On the second page, choose the countersignature method you want to use:
- Electronic Signature - Add an electronic signature that includes the name and email address attached to your Admin Portal Account, your IP address, and a current timestamp.
- Image - Use the image you uploaded earlier on the Enrollment Setup page. Click here for more information. This method includes a date and time of countersigning along with the signature image.
Once you've chosen your preferred countersignature method, click Submit to complete the action.
Remember that if you have multiple pages of results, you will need to repeat this process for each page.
Countersigning Individual Contracts
To countersign an individual contract, navigate to the student's contact record. Then, towards the upper right of the page, click on the green Manage Contract menu - Countersign Contracts. If you don't see this option, ensure that countersign permissions have been enabled for your account.
The Countersign Contracts modal will appear. On the first page, you will see some basic information about what happens when countersigning.
Click the Next button to continue. On the second page, choose the countersignature method you want to use:
- Electronic Signature - Add an electronic signature that includes the name and email address attached to your Admin Portal Account, your IP address, and a current timestamp.
- Image - Use the image you uploaded earlier on the Enrollment Setup page. Click here for more information. This method includes a date and time of countersigning along with the signature image.
Once you've chosen your preferred countersignature method, click Submit to complete the action.
Completed Contracts
Here is an example of a completed contract PDF with an image countersignature:
Here is an example of a completed contract PDF with an electronic countersignature:
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