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 an active Dropbox Sign account.

2. Configure your Dropbox Sign API key in your HelpYouSponsor account settings.

3. Create document templates in Dropbox Sign's dashboard (e.g., "Liability Waiver", "Photo Release").

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 linked to HelpYouSponsor.

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

• Create embedded templates: Start a new template draft directly from HelpYouSponsor, 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. All selected participants receive signing invitations simultaneously.

Signature Status Tracking

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

Status	Description
Pending	Request created but not yet sent
Sent	Signing invitation delivered to participant
Viewed	Participant has opened the document
Signed	Document successfully signed
Declined	Participant declined to sign
Expired	Signing invitation expired before completion

Signed Document Storage

Once a participant signs a document, the signed PDF is automatically stored in HelpYouSponsor 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:

• The guardian listed on the participant's record is added as a co-signer.

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