Sending documents to clients & adding signatures

This article will guide you through the process of sending documents to your clients, adding signatures, and signing documents yourself. Whether you’re customizing a document, setting up signature requirements, or finalizing the sending process, this step-by-step guide will help ensure a smooth and efficient experience.

How to Send a Document

Sending a document to your client is simple and customizable. Follow these steps to ensure a smooth process:

1. Choose the client you’d like to send a document to

2. Navigate to the Paperwork Tab in their profile

• Click the New Paperwork button on the right-hand side

  

3. Select the paperwork template that you’d like to send

4. Customize the Document (optional, and only available if that setting is turned on in the template)

• Before sending, you have the option to tailor the document to your client’s needs in the customization step. You can add or remove sections if necessary, if you have created a document within Doulado. You cannot customize PDFs in this step. You also do not fill out fillable fields in this step.

5. Once you're all set with your adjustments, click continue to fill in any fields you need to before sending

6. Fill in Document Fields

• If you have customizations turned off, this may be the first step you come to. This section is where you fill in any fields that you as the doula needs to fill out, whether it is dates of service, payment information, or you can add your signature in this stage.

• The fields each have a default text in them. The text will show in gray color before the you or your client types the information in. Once the information is filled out, the text will appear in black. In the example above, the client's name is pre-filled with the default entry, and the doula's name has actually been filled out.

• If the client is filling in the spaces, leave it blank for them to complete
• If you do not need to fill anything out yourself, then click continue to see sending options

7. On the last step, you can select the sending options, and visibility settings as well as add a message to the email notification

• Completing Paperwork options
  • Send to client to complete
    • If you have filled out everything you need to, and they will be completely finishing the paperwork
  • Send to client, then return to you
    • If you want to add your signature after the client or finish any steps upon them completing their fields!
  • Finish now without posting to the client portal
    • If you have filled out the document or form in entirety, and you do not want the client to access this paperwork (internal only)
  • Finish now and post to the client portal
  • If you have filled out the document or form in entirety, and the client does not need to fill anything out but you want them to have access to it

• Set Document Visibility (For Team or Impact Subscriptions)
  • Visible to other providers working with this client (anyone who has access to that client profile)
  • Visible only to sender and the team owners

8. Once you’ve finalized your selections, your document will be ready to complete the document or send to client!

Signing a Document

There are four options available for signing a document as a doula! These different options allow flexibility in how and when you sign the document while ensuring a smooth process for both you and your client.

Currently paperwork in Doulado is designed to be 1:1 signing, so only the doula starting the paperwork and the primary client will receive it to sign. Partners could sign in the presence of the client, or other team members could sign in the presence of the doula. Paperwork is "owned" by the doula starting it, so it cannot be signed by multiple doulas and/or multiple clients at this time, or edited by other team members.

1. Adding your Signature to the Document Template

• A PDF of the contract can be created outside of Doulado, signed then uploaded
• You can also create a signature image online and upload the image to your template
• The benefit of this option is you do not have to worry about how or when to sign as your signature is already there

2. Before Sending

• You can sign the document before sending it by manually adding your signature in the "Fill in Document Fields" stage when sending paperwork.

3. After the Client Completes the Document

• Once the client has completed the document, you can revise it, add your signature, and select Finish Now and Post to Client Portal.

4. After the Client Returns It

• If you have selected the sending option of Send the document to the client and then return it, the client will have the ability to fill out the document, sign it, and then click submit. Once submitted, it will be returned to you as a draft to open back up and add your signature to it.
• Then you can save it as Finish Now and Post to Client Portal so they are not receiving it again to sign, but have access to it!

For more information about creating documents your document templates, click here.