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Manage member agreement completion

Send a signing request or record a safe paper agreement for a household member. The member agreement status reflects the sent or uploaded document without…

Status
Draft, not yet re-verified
Who can do this
Organization owners, Managers, Staff
Required access
members.change
Where in PositiveForm
/households/:householdId/overview
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Who this is for

This guide is for desk staff, managers, and owners getting a family's paperwork signed and on file.

There are three ways a member's agreement gets completed:

  • Sign here: the family signs on your device, at the desk, now.
  • Request signatures: PositiveForm emails a signing link they use later.
  • Upload: you scan or photograph paper they already signed.

All three are reachable from the household's Overview: for one person from their Required items row, and for the whole family from More in the header.

You need the members.change permission. Without it you can still read who is outstanding, but no action button appears.

Before you begin

  • Publish the agreement first. Nothing can be sent or signed until a published agreement exists; see Manage agreement templates.
  • Set the signing sequence if you are sending a packet rather than one document; see Configure agreement onboarding order.
  • For a request, have the signer's email address, usually the parent's. That address is what they sign in to the family portal with.
  • For an upload, have the signed document as a PDF or a JPEG, PNG, WEBP, or HEIC image, under 25MB.

Steps

Find who is outstanding

  1. Click Households in the left navigation and open the household. It opens on Overview.
  2. Read Required items. A missing agreement shows as a row naming the person, for example Casey Lee: No waiver on file, with an Add waiver button.
  3. For the same standing per person, click More, then Manage people. Each person carries Waiver on file, Waiver invite sent, or a Waiver needed button.

Clear one person's waiver

  1. Click Add waiver on their Required items row. The No waiver on file dialog opens for that person and offers, under Collect a waiver: - Sign here now, which hands the device over there and then. - Email a signing request. - Upload a signed paper waiver. - Set up a signing sequence, shown only when this studio has not published one yet. It is the one option here that leaves the page.
  2. If a waiver already exists somewhere outside PositiveForm, click Mark waiver on file. Not now closes the dialog and changes nothing; the row is still there when you come back.

Sign at the desk, for everyone at once

  1. Click More in the header, then Sign here. The dialog covers every participant in the household in one pass.
  2. Enter Who is signing, Their authority (parent, legal guardian, or self), and Their email. The address is recorded with the signature and gives them a copy in the family portal; no email is sent to start signing.
  3. Click Hand over the device. They read each document, type their full name to sign, and agree. PositiveForm moves to the next outstanding agreement until it shows All done.

Email a signing request

  1. Click More in the header, then Request signatures.
  2. Under Send, choose the studio's published packet by name, or One agreement. A packet then lists its Agreements as checkboxes, each marked Required or Optional; a single send offers an Agreement picker instead.
  3. Under Covers, tick the people this signature covers, since one signature can cover more than one child. Anyone who cannot be included is greyed out with the reason: No current enrollment, Request already sent, Current agreements complete, or No outstanding selected agreement.
  4. Under Send to, choose an address already on file for a household adult or an external parent or guardian, or choose Another email address… and type one.
  5. Click Send member agreements for a packet, or Request signature for a single agreement. The signer completes it in their own browser, as described in Sign a public agreement.

Record paper that was already signed

  1. Click More, then Manage people, then Waiver needed beside the person. You can also reach the same dialog through Upload a signed paper waiver in step 4.
  2. Choose the Photo, scan, or PDF, optionally record who Signed by, and click Upload waiver.

Expected outcome

Required items stops naming the person once their waiver is on file, and Manage people shows Waiver on file instead of the Waiver needed button.

Uploading confirms with Waiver uploaded. Marking one on file confirms with Recorded: participation waiver on file. Signing at the desk confirms each document as it is signed, for example Liability waiver signed. 1 to go., and ends on All done.

Requesting signatures confirms with Member agreements sent to [email protected]. or Signature request created for [email protected]., and the member stays outstanding, showing Waiver invite sent, until the signer actually completes it. That is the honest state rather than an optimistic one.

The signed document itself is stored against the member. Their own profile's Details tab carries the full picture under Member agreements, including Stored, the register of everything on file for them; see Maintain member profile and notes.

Recovery

If the dialog says No published agreements yet, this studio has nothing to send. It links to Add one in Settings; see Manage agreement templates.

If it says These people have no outstanding current agreements to request., nothing is owed and there is nothing to send.

If PositiveForm says Configure the signing sequence first., no packet order exists yet; see Configure agreement onboarding order.

If it says Pick at least one published agreement. or Pick a document., choose what to send. A draft agreement cannot be sent; publish it first in Manage agreement templates.

If it says Pick at least one person., choose who the signature covers.

If it says Enter the signer's email address., or refuses the address you typed, the request has nowhere to go. Any other failure gives Could not create the signature request.

If an upload is refused with Choose a file., Choose a PDF or a JPEG, PNG, WEBP, or HEIC image., That file is empty., or Choose a file under 25MB., it never left your browser. The server has the final say on what it accepts, so its message wins over anything the page guessed. If the upload itself fails you get Couldn't upload that waiver. and nothing is stored.

If marking a waiver on file fails, you get Could not record that.

If a family says they signed but the member is still outstanding, check whether the signing link was actually completed. A sent request is not a signature.