Send Documents for Guardian Participation

Guardian participation ensures that required documents are signed by the appropriate guardian when managing underage residents. Housing.Cloud streamlines this process by integrating guardians into the document workflow, ensuring compliance and efficiency. Learn more about guardian participation in housing processes here.

To enable guardian participation, document templates must include specific fields configured for guardian signatures. These fields ensure the system recognizes and processes guardian involvement seamlessly during the signing process. Learn more about creating and editing document templates here.

When creating or editing a document template, configure the following fields to enable guardian signatures:

• guardianSignature: Designates the field for the guardian’s signature.
• guardianSignatureDate: Captures the date the guardian signed the document.
• guardianInitials: Allows for guardian initials if required.

These fields should be assigned appropriate aliases to link them to the guardian information stored in the system. The system will automatically use this configuration to route the document to the guardian after the student completes their portion.

Notification to Guardians

Once a resident begins the signing process in the Resident Portal, the system sends an email to the guardian with a link to the document. This notification includes all necessary details and prompts the guardian to complete their signature electronically.

Note: The email will come from [email protected], and guardians should also check their spam/junk folders for the email.

Important: A document will fail to send if the student does not have guardian information saved in their Housing.Cloud profile. Guardian information is distinct from emergency contact information and cannot be substituted. Ensure that accurate guardian details, such as email address and name, are correctly entered before initiating the document process. Missing or inaccurate guardian information will prevent the system from completing the workflow. Learn more about collecting guardian information here.

Signature Completion and Updates

After the guardian signs the document, the system automatically updates the signature status, ensuring real-time tracking. If any issues occur during the process, the system verifies and refreshes the signature status to ensure accurate completion.