Guest Acknowledgements on Forms

Hazard Communication and Guests on Site

Employers have a duty to share hazard information with all affected parties present on site before the work can begin. Workers also have a right to know about the hazards they face, and a right to accept or refuse unsafe work.

Many employers are also challenged by frequent changes in crews and visitors in the workplace who may not have access to certain sites in eCompliance or login access to the application. Without this access, employers cannot readily share information captured in forms to the people who need it most, nor can they easily collect signatures from people who must show that they have acknowledged the information in a form.  

A New Way to Share Hazard Information

With Guest Acknowledgments on Forms we are further enabling employers to demonstrate their due diligence on hazard communication, and are strengthening our support for frontline workers to be informed of the hazards they face.

Now when a form is filled out, such as a tailboard talk or field level hazard assessment, the details of the form can be shared with anyone via email. Form creators can also request that the email recipients add their signature to the form, through an interface that does not require login access to eCompliance.

Enabling This Feature on Your Account

This new feature is included in your eCompliance subscription. Contact your CSM or our Support team to enable it on your account.

Form Template Administrators

1. Add a Signature type question to your form
2. Check the box to Enable Guest Signatures
3. Save and publish your form

Form Users (Contributors)

1. Complete the form as usual to ensure all important information is captured
2. Click on Options then Email PDF
3. Enter an email address in the Send to field. To enter more than one email, separate each entry with a comma
4. Check the box to Request Signature
5. Include a custom message
6. Click Send

NOTE: When emailing a PDF from web, form users do not have to submit the form for sign-off - they can email the PDF and request signatures on Draft forms.

Mobile users will need to complete all mandatory fields on the form first then email the PDF and request signatures, because this functionality will submit the form for sign-off.

Web View

Mobile View

Employees and Visitors on Site

1. Open the email they have received from eCompliance (may need to check spam or junk folders)
2. Can save the attached PDF directly from their email
3. To add their signature to the forms, they click on the Click to Sign button
4. They are taken to a web page in their browser
5. They have the option to View PDF
6. Add their Name and a handwritten Signature - both fields are required to Submit
7. Their name and signature will show in the form when viewed on the web

NOTE: If the email recipient has login access to eCompliance and is a member of the site where the form is submitted, and has the permissions to edit the form, then the employee can use the View/Edit in eCompliance button to successfully view the form directly.

FAQ

Do I need to upgrade my mobile eCompliance version to use this feature on my mobile device?

Yes, you will need to upgrade to eC mobile version 7.18.0 to use this feature on your mobile device.

Can I share form PDFs and request signatures from the mobile application?

Yes, this functionality works on mobile too. It is built upon existing functionality where form PDFs could be shared via email.

Do I have to submit the form before emailing the PDF and asking for a signature?

Web - No, you can email PDFs and request signatures on draft forms.

Mobile - Yes, emailing PDFs and requesting signatures will automatically submit the form for sign-off. All mandatory fields must be filled prior to emailing the PDF.

Is the "Send to" field an employee lookup?

Web - No, this is a free text field. Additional enhancements are being planned to make this an employee lookup field.

Mobile - Yes, you can search for recipients within your organization in eCompliance, or search from your list of contacts.

How long does an email recipient have to add their signature to a form?

Email recipients have 7 days to provide their signature.

Can someone use the link more than once?

No, once someone has submitted their name and signature, the link in their email will no longer be valid.

What happens when the form is signed off/locked?

Additional signatures cannot be added to a locked form. A manager or admin must unlock the form to request additional signatures.