Template-level Signing Configuration
Each contract template can carry its own signing configuration — defaults that apply whenever that template is used to send a contract. Configured under Templates → Contracts → [pick template] → Signing.
These defaults can be overridden per-send, but for most schools, configuring once at the template level eliminates per-send setup.
What you can configure
| Setting | What it does |
|---|---|
| Default signing channel | DocuSign / Email-share-token / Either (asks at send time) |
| Signer routing | Parallel (everyone signs at once) / Sequential (in order) |
| Signer sequence | Drag-and-drop order when sequential — Mum, Dad, school admin, etc. |
| DocuSign tabs preset | Where each signer signs / dates / initials on the PDF |
| Reminder cadence | 1 day / 3 days / 7 days (sent by DocuSign automatically) |
| Expiration | Envelope auto-voids after N days (default 30, max 999) |
| Email subject + body | DocuSign signing email template (variable substitution supported) |
| CC recipients | Email addresses that get a copy of the completed PDF (no signing required) |
Default signing channel
Three values:
- DocuSign — every send via this template uses DocuSign. Send button shows "Send via DocuSign".
- Email share token — every send uses Kinderpedia's own signing surface. Recipients get a one-time link via email, sign on Kinderpedia, no DocuSign account needed.
- Either — at send time, the user picks. Default modal choice is the last channel used.
For high-stakes contracts (admissions agreements, tuition contracts), set this to DocuSign. For low-stakes ones (consent forms, photo releases), Email may be sufficient — no DocuSign minutes consumed.
Signer routing
Parallel is the default — DocuSign emails everyone at once, anyone can sign first. Faster turnaround when you don't care about order.
Sequential routes signers in a defined order. Signer #2 doesn't get the email until #1 has signed. Slower, but useful when:
- Mum/Dad need to agree before the school admin counter-signs
- Final-check pattern: parent signs, then internal review, then admin
- Audit-trail requirements specify ordering
The sequence is set by dragging signers in the template's Signing config. The same order is applied to every send (regardless of which lead the contract is sent for).
DocuSign tabs preset
DocuSign uses "tabs" to designate signing/dating/initial fields on a PDF. The preset:
- Pre-positions tabs at template authoring time (you open the PDF in DocuSign's tab editor inside the template config).
- Each tab is bound to a recipient slot (Signer #1 / Signer #2 / etc.).
- When you actually send, the tabs auto-apply to the matching live participants.
Tabs supported:
- SignHere — signature
- InitialHere — initials
- DateSigned — auto-filled timestamp
- Text — free-text fillable field
- Checkbox — for opt-ins
- FullName — auto-filled from recipient name
- Email — auto-filled from recipient email
Templates without preset tabs send "free-form" — DocuSign asks the signer where to put their signature manually. Acceptable for one-off contracts but tedious for high-volume.
Reminder cadence
DocuSign automatically sends reminder emails to non-signed recipients. Configurable:
- No reminders — DocuSign sends nothing after the initial email
- Every 1 day — daily reminder until they sign
- Every 3 days — every 3 days (default for most templates)
- Every 7 days — weekly
The first reminder fires <cadence> after the initial send. Stops automatically when the recipient signs.
Expiration
Envelopes auto-void after the configured number of days. Default 30. Useful for:
- Time-sensitive offers (acceptance deadline)
- Quarterly contract refreshes
- Auto-cleanup of forgotten envelopes
After expiry, the envelope is in DocuSign's voided state and signing is no longer possible. To send again, create a new envelope.
Email subject + body
The signing email DocuSign sends supports variable substitution:
Subject: {school_name} – Enrolment contract for {child_name}
Hi {parent_name},
Please review and sign the enrolment contract for {child_name}.
The contract starts {enrolment_year_start}.
Thanks,
{school_admin_name}Supported variables:
| Variable | Source |
|---|---|
{parent_name} | Linked parent's full name |
{child_name} | Lead's child name |
{school_name} | School Settings → School Name |
{school_admin_name} | The sending user's name |
{enrolment_year_start} | Linked enrolment year's start date |
{contract_number} | Contract's number |
{custom_field_X} | Any custom field on the contract |
Variables not bound to data are left blank. Plain {} braces inside the body are treated as literal — no need to escape.
CC recipients
The contract template can list additional emails that get a copy of the completed PDF without needing to sign:
- School business office
- Compliance officer
- External legal team
- A shared mailbox
CC recipients receive a one-time link to download the final PDF after the envelope completes. No DocuSign account required on their side.
Per-send overrides
When you click Send on an actual contract, the send modal shows the template's defaults pre-filled but lets you override:
- Change channel (if "Either" is set)
- Modify subject/body for this specific send
- Add additional CC recipients
- Override sequence on a per-send basis (rare)
Overrides are per-envelope, not saved back to the template.
Permission
Editing template signing config requires contracts.manage (admin-level). Users without this can still send contracts using the saved defaults.
Validation rules
The template won't allow you to set:
- More than 10 signer slots (DocuSign per-envelope cap)
- Conflicting orders (signer #3 before signer #1)
- Expiration < 1 day or > 999 days
- Empty email subject (DocuSign requires non-empty)
Migrating existing templates
Templates created before signing config existed default to: DocuSign channel / parallel routing / no preset tabs / 3-day reminder / 30-day expiration. Update each via Templates → [pick] → Signing → Save to match your school's policy.