E-Signatures

E-Signatures

Overview

The E-Signature feature integrates with Dropbox Sign (formerly HelloSign) to send documents for electronic signing directly from your trip management dashboard. Use it for liability waivers, photo release forms, medical authorization, and any other documents requiring participant signatures.

Prerequisites

Before using e-signatures, your organization must:

1. Have Dropbox Sign available for your organization. If setup asks you to connect an account, use an active Dropbox Sign account.

2. Open the Dropbox Sign setup link shown in the E-Signatures section to go to Integrations. Select Connect Dropbox Sign when offered and complete the connection. If setup is unavailable, ask your organization administrator to finish it.

3. Prepare the document templates participants should sign, such as Liability Waiver or Photo Release. You can create them in Dropbox Sign or use the embedded template editor in Gratona.

Accessing E-Signatures

E-signature features are available in two locations:

• Participants tab: Send signature requests to individual participants.

• E-Signatures section: Manage templates and batch operations.

Managing Templates

Templates define the documents participants need to sign. Templates are created and designed in Dropbox Sign, then made available in Gratona.

• View templates: See all available Dropbox Sign templates linked to your account.

• Create embedded templates: Start a new template draft directly from Gratona, which opens the Dropbox Sign template editor.

• Edit templates: Modify existing templates through an embedded editor.

• Delete templates: Remove templates you no longer need.

Sending Signature Requests

1

Individual Requests

1. Go to the Participants tab.

2. Click the e-signature action button next to a participant's name.

3. Select the template to send.

4. The participant receives an email from Dropbox Sign with a link to review and sign the document.

2

Batch Sending

1. Go to the e-signatures management area.

2. Click Batch Send.

3. Select the template and the participants who should receive it.

4. Each selected participant receives a signing invitation. Review the batch result for any requests that could not be sent.

Signature Status Tracking

Each participant's e-signature status is visible in the Participants table:

Signed Document Storage

Once signing is complete, the signed PDF is automatically stored in Gratona and accessible from the participant's record.

Resending Requests

If a participant hasn't responded, you can resend the signing invitation. Click the Resend option next to any pending or sent request.

Minor Participants

For participants marked as minors, the system supports requiring a parent or guardian as an additional signer. When sending a signature request for a minor:

• Add the guardian's email to the participant record and use a template with roles for both the participant and guardian. The guardian is added as a co-signer when a guardian signature is required.

• Both the participant and guardian must sign for the document to be considered complete.