How to Digitally Sign Training Plans and LOOs in the SMS

Overview

This tutorial will show you how to let various parties sign documents digitally.

 

The ability to digitally sign documents ensures that the content remains unchanged and authentic. This is critical for maintaining the integrity of the document while maintaining a level of convenience for all parties concerned.

In the SMS, users can now create Letters of Offer and Training plans with digital signature without having to use other third-party software to manage documents for signing. 

IMPORTANT

1. This exclusive feature is only available for Maximise Package subscribers. Unlock the full potential of your learning experience with the Maximise Package. To upgrade your plan and access this feature, please contact our Support Team at support@eskilled.com.au.
   
2. Document Templates that can be digitally signed are Letters of Offer and Training Plans.
   
3. Document templates that you plan on being digitally signed should have at least one of the Signature Tags below:
   

Signature Tags: 

The following tags should be added to your document template. 

NOTE: The tags can only be added as a text in a cell or label and not in rich text format. 

Parties	Signature Tag	Name Tag	Date Tag
Client	**Client Signature**	**Client Name**	**Client Date**
Student	**Student Signature**	**Student Name**	**Student Date**
3rd Party	**3rd Party Signature**	**3rd Party Name**	**3rd Party Date**
Agent	**Agent Signature**	**Agent Name**	**Agent Date**
Employer	**Employer Signature**	**Employer Name**	**EmployerDate**

1. If you are not sure on how to add these tags to your document template/s, do not hesitate to send us an email to support@eskilled.com.au for assistance.
   

Step Tutorial

To set up and Publish documents for signing, refer to this tutorial: How to Set up Training Plans and Letter of Offers for Digital Signature

View Documents for Signature

Once a document has been published for signing, this document will appear in the new Agreements tab. 

To access the Agreements tab:

SMS Administrator/Authorised Signatory

1. For Specific students: Go to Students > Select the student > Agreements 
   

1. For all Agreements: Go to Reports > Agreements 
   

STUDENTS

1. Login to Student Portal > Agreements page

NOTE:

Agreements page will only be visible to the student if there are any documents that requires their signature. 

A red numbered circle will also be displayed besides the Agreements tab label indicating the number of Agreements that the student needs to sign. 

AGENTS

Log in to your Agent Portal. Go to Details > Agreements

NOTE: Agreements for signature will only display in the Agreements tab for documents of related student enrolments of the logged in Agent.

IMPORTANT:

1. An automated email notification will be sent out to inform parties that a document is available for their signature in the SMS. This email will be sent to the following parties if they are required signatories in the document. 
   
1. Students
   
2. Agent of the related student enrolment
   
3. Employer
2. Students will receive a special link in the email notification which they can use to sign the document without having to log in to their Student portal. This link will automatically expire after 7 days. 
3. Agents and SMS administrators will need to use their SMS portal to sign the document. 
   
4. 3rd Party signatories will not receive any automated email notification. SMS administrators will need to send a link to the 3rd-party for their document access.
   

How to Sign Documents 

Step 1. Log in to your respective SMS Portals. Go to the Agreements tab. 

For Students, Agents and Clients (SMS)

To sign the agreement, click on the Signature icon on the Sign column. 

For 3rd Party

Since 3rd party entity do not have access to the SMS portals, links to the document for signing must be provided to them manually. An external link can be copied from the SMS and pasted in an email to the 3rd party via manual email creation. 

Step 2. When the sign icon or the document link is clicked, a new browser tab will open with the Agreement document. Read the details and locate the document signature fields. 

NOTE:

1. Signature fields may vary depending on how the document was setup. The following fields may be available in the document: 
   

1. Text field for entering name of signee. 
   
2. Signature field with a "Sign Here" label enclosed in a blue box. 
   
3. Date of Signature - auto generated based on the the date signed and is not editable
   

1. Clicking on the "Sign Here" field will open a signature modal. 

Users can enter their signature or upload a copy of their digital signature. Click "Apply" to apply changes. 

Step 3. Once all fields are completed, submit the document.  

IMPORTANT: Once a document has been submitted, further edits or revisions are no longer allowed for the Signature fields. 

View and Download Signed Documents

Once all parties have completed signing the document, an email with the  copy of the signed document attached will be sent to the parties who signed. For the SMS administrator (labeled as Client), a copy of the signed document will be emailed regardless if they are required to sign the document or not. For Students and Agents, they will only receive a copy if they are signatories of the document. 

1. Client (SMS Administrator) 
   
2. Student
   
3. Agent 

Parties can also download a copy of the signed document from their Agreements tab. This download button will only be available once all parties have signed the document. 

NOTE: A copy of the signed document can be sent manually to your 3rd party entity by using the download function. 

Using the Document signature function in the SMS ensures  that legal documents are signed without having to use 3rd party tools to manage and monitor your documents. This translates to cost savings, productivity and easier document management, all within your SMS. 

That's it! You have now the ability to digitally sign Training Plans and LOOs in the SMS.

Congratulations on completing this tutorial. We hope this has been helpful to you and your organisation. For any questions or concerns regarding this function, please reach out to us via email at support@eskilled.com.au.

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