Client forms and signatures

A client signs twice at most: the quote, to book, and a short form when the items are delivered or picked up. Every signature is kept on the order, and the client gets their own copy.

The quote signature

The client signs the quote from its link before you book it. See Sign and pay. The order's Money tab shows that signature under Signature, with who signed, when, and the exact words they agreed to. A quote booked without an online signature says Accepted without an online signature.

Make a form for the client to sign

1. Open Settings, Operations, Tasks and the Forms tab.
2. Press New form (or open Delivery receipt if your company has one).
3. Under Who fills it in, pick The client, who signs.
4. Under On which tasks, pick the kinds of task it is for, such as Delivery.
5. Add the questions the client answers, if any. Tick Required on any they must answer. Their name and signature are always asked at the end.
6. Under Send the client the link, tick by text, by email, both, or neither (then the crew hand over their phone on site).
7. Under Once signed, tick email the client a copy if you want them emailed their signed form.
8. Switch In use on.

At the delivery

When the crew finish a task that has a client form, the client signs in one of two ways:

• On site: the crew press The client signs on this phone, hand it over, and go back to Done.
• Later: when the task is done, the client is sent the link to sign.

The client types Your name, signs under Sign here and presses Sign and send.

The signed copy

• The moment the client signs, a PDF of the signed form goes on the order's files, named like "Signed receipt (Delivery receipt).pdf". It shows on the order's More tab under files.
• The client sees their answers and signature, with Download a copy. If you ticked it, they are also emailed their copy with a link to see it any time.
• On the order's Delivery tab, the proof for each task shows whether the form is signed or still waiting, with Copy the link, Download a copy and, if the PDF was not filed, Put a copy on the order.

Good to know

• One signature per delivery: where a kind of task has a client form, the client signs that form and the crew's Done screen does not ask for a separate signature.
• A form still waiting is not a signature. If your Done step requires the client's signature, the crew cannot finish until the client has signed on site; the office can still close the stop from Dispatch.
• The link goes by text or email only when client messages are on, the kind of task tells the client on that channel, and the client has agreed to hear from you. See Turn on client messages and Client consent.
• Change the wording of the link message with Change the wording on the form's card.
• Forms the crew fill in (checklists, site inspections) are made on the same tab, with The crew, on their phone. See My Jobs on the crew phone.

HR forms about a person

The About a person group on the same tab holds the HR forms: Injury report, Complaint, Harassment report, Suggestion and Warning or write-up to start with. Edit their questions like any form, or make your own with New form and About a person (HR). Each has four settings:

• Who may file it: Anyone on the team, Managers and HR (HR, or the person's own supervisor), or HR only.
• Who may read it: HR only, HR and the manager, or HR, the manager and the person it is about.
• Name the filer: Always, or The filer may stay anonymous (tick anonymous to start to make that the default).
• The person signs it: the person reads it, may add their side, and signs it on the same page as their other HR paperwork.

And what it is about: One person, People it reports (a complaint or harassment report: the people named never see it, whatever their job), or Nobody (a suggestion).

Anyone files one from Report something on their home page, or from the Forms tab of their own employee record, which also lists What you sent: every form they filed with their name on it, open or closed. A form only HR reads (a complaint, a harassment report) is listed there but does not open, for its sender either; one sent without a name is not listed at all. HR and a person's supervisor can also use File a form on the Documents tab of the employee record, or More, File a form. Once sent, a form cannot be changed. HR (and the manager, where the form lets them read it) adds notes and marks it closed from HR forms on the record, or from the list of everything filed (the What was filed link on the group). Everyone whose role may change HR is told when one is filed, never the people a report names. An injury report also starts the OSHA 300 log task. A form sent without a name keeps no name anywhere, so nobody can come back to the person who sent it; the form says so before it is sent.

A concern on the daily truck inspection

The driver's inspection always offers Any concern. A tick taken off, a concern written, or Not safe to drive becomes a task "Check (truck): (concern)" for the person who does the filings, due that day, and the admins and Dispatch are told. A second concern on the same truck the same day is added to the same task. The driver's screen says who it went to.

If something goes wrong

• The card warns the link cannot be made. Your app's address is empty. Your admin sets it under Settings, System, Company.
• The card says a task kind does not tell the client by text (or email). Switch that channel on for the kind of task under Settings, Operations, Dispatch, Task types.
• "Delivery already has a form at Done." A kind of task has one form at each moment. Switch the other one off first, or pick another kind of task.
• "... reports people, so HR alone reads it." A form about people it reports is read by HR alone, so the people it names never see it.
• "... names who filed it, so it cannot be sent anonymously." That form is set to Always name the filer.
• The client's page says "This form is not here." The link may be old. Send it again from the order's Delivery tab with Copy the link.