This article will cover the Dual Signature feature and how your business can create, send out, and require signatures for forms. Once a form has been signed by a customer, an employee can add their own signature to the form.
With Dual Signature, you have:
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Streamlined Form Intake: Ensure all the right people are signing the right form
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Simplified Form Management: Assign & track important forms that require signatures
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Real-Time Notifications: Know ASAP when forms are signed, allowing you to stay ahead of the curve
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Enhanced Liability Protection & Security: Maintain patient privacy & security with 100% EMR & HIPAA compliance
What's in this Article?
Before following the steps below, activate the Forms feature.
Creating forms is only available on the Web, Tablet, and Pay Desk versions of Vagaro.
Important
This article covers how to create and sign forms with the Dual Signature module. To learn how to create, send, and manage forms, please see the following articles:
To create a form on a tablet / Pay Desk, navigate to the Forms tab.
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Click the Forms tab.
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Click Create New.
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Select a form template or select Blank Form to use a blank template.
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Set up the form as needed.
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Drag the Signature module to the Design window and select a Customer or Employee signee. Drag multiple modules into the Design window for multiple signatures.
Note
You can add as many Signature modules as needed. When placed in the Design window select between a Customer or Employee signature. With Employee selected, you can choose specific employees or access levels that can sign the form.
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A signature is required by default. Untoggle Required to turn off.
You can also toggle Allow Comments on (green) to allow the employee to enter comments when signing.
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Configure form settings, then click Publish at the bottom of the screen.
Click Save for Later to save it as a draft.
Note
From the Forms page, you can edit an existing form by clicking the Action menu (3 vertical dots), then selecting Edit.
Once a form has been created, you can send it to a customer the following ways:
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From an email campaign
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Embedded in your personal website
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From the Checkout screen
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From the Calendar screen
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From a customer's profile
To learn more about sending forms, see here.
Once a customer has signed the form, it will display in the Unsigned Forms report where the assigned employee can review the customer's form and sign it. If a form is filled out in-house, both the customer and employee can sign from the same screen.
Once a customer fills out a form, an assigned employee will need to sign it before it can be processed. The employee responsible for signing the form will receive a notification when a second signature is required.
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Tap Notifications. A notification displays if a form needs to be signed.
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Select Require Employee Signature for Forms.
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Notice how there is a list of employees for each unsigned form. Locate a form assigned to your employee and tap it.
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Tap the Employee Signature field to sign.
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An employee verification screen displays. Any employees assigned to the form can sign in. Select the employee's profile, have them enter their credentials, and then click Continue to Sign. If the employee does not see their Profile, they are not assigned to this form.
Note
Employees can sign in with their username and password or by scanning their QR code from Vagaro Pro.
Tap the QR code icon in the top right, scan the employee's code, and then tap Continue to Sign.
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Sign the form.
Enter comments, if needed.
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Tap Save.
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Hover over Forms, then select Unsigned Forms.
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In the Signature Required column, notice how there is a list of employees in blue. Locate the form assigned to your employee, click the Action menu (3 vertical dots), and then select Sign Form.
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Click the Employee Signature box.
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An employee verification pop-up displays. Any employees assigned to the form can sign in. Click the Profile card, have the employee enter their credentials, and then click Continue to Signature. If the employee does not see their Profile card, they are not assigned to this form.
Note
Employees can sign in with their username and password or by scanning their QR code (with the barcode scanner) from Vagaro Pro.
Click Continue to Signature after scanning.
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Sign the form.
Enter comments, if needed.
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Click Save in the bottom right.
Appointments with the icon require a form to check out.
If the appointment has the icon, this indicates that the customer has already signed the form, and an employee signature is required.
Employee Signature for Forms that Have Already Been Signed by a Customer:
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Tap an appointment with the
icon, then select Forms.
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Tap Sign Form.
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Tap the Employee Signature field to sign.
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An employee verification pop-up displays. Any employees assigned to the form can sign in. Click the Profile card, have the employee enter their credentials, and then click Continue to Signature. If the employee does not see their Profile, they are not assigned to this form.
Note
Employees can sign in with their username and password or by scanning their QR code from Vagaro Pro.
Click Continue to Signature after scanning.
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Sign the form.
Enter comments, if needed.
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Tap Save.
Appointments with the icon require signatures.
If the appointment has a icon, this indicates that the customer has already signed the form, and an employee signature is required.
Employee Signature for Forms that Have Already Been Signed by a Customer:
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Hover over an appointment with the
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Click Sign Form.
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Click the Employee Signature box.
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An employee verification pop-up displays. Any employees assigned to the form can sign in. Click the Profile card, have the employee enter their credentials, and then click Continue to Signature. If the employee does not see their Profile card, they are not assigned to this form.
Note
Employees can sign in with their username and password or by scanning their QR code (with the barcode scanner) from Vagaro Pro.
Click Continue to Signature after scanning.
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Sign the form.
Enter comments, if needed.
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Click Save in the bottom right.
With Form Syncing turned on for multi-location businesses, forms will be synced across all locations that are grouped together. If they are not an employee at the other locations, they will not display as a signee.
If you have any forms that are not assigned to an employee, you can view them in the Notifications panel.
If you want customers to upload images and files to their forms, you will need Vagaro Drive activated.
Use Vagaro Drive to add and store photos, files, and images and connect them to customer profiles, appointments, and forms. The Vagaro Drive Dashboard, in the web version, also gives you a place to store business files (leases, contracts, etc.) You can select from a range of data storage plans to fit your needs.
If you need more information about forms, see the following articles.
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