How to collect legally binding signatures from Travelers using Custom Forms

If you're unsure about your jurisdiction, consult your legal advisor.

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✅ Requirements for a Legally Binding Electronic Signature

For a typed signature to be legally valid, the following must be met:

1. Intent to Sign

The document must be clear, and the signer must knowingly agree to it.

2. Consent to Sign Electronically

This can be:

• A clause in the document
• Or a checkbox confirming consent

3. Signature Attribution

The signature must be tied to identifiable data such as:

• Email
• Timestamp
• Traveler record (TripCRM)

4. Protection of Signature

The signature must be securely stored and linked to the document.

5. Copy Provided to Signer

The signed document must be accessible to the Traveler.

6. Record Retention

You (the Planner) must retain signed records.

7. Option to Opt Out

Travelers must be able to:

• Decline digital signing
• Sign a paper version instead

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✍️ How It Works in YouLi

YouLi captures typed signatures through:

• A Task
• With response type: Custom Form

Each signature is automatically linked to:

• Traveler profile
• Email address
• Timestamp
• Activity log

This creates a secure audit trail.

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🛠️ How to Set Up a Waiver or Signature Task

Step 1: Create a Task

1. Go to your Trip
2. Click Manage Tasks & Custom Forms
3. click "ADD TASK" (top-right corner, green button)

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Step 2: Add Your Waiver

Paste your full waiver or agreement into the Instructions field.

👉 This is where the Traveler reads the document.

Use this for:

• Liability waivers
• Terms & conditions
• Agreements

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Step 3: Add Signature Fields (Custom Form)

Set response type to Custom Form, and click on ADD TO FORM (red button) > Field:

• Full Name (required)
• Date of Signature (optional — system also records timestamp)

• Click SAVE
• Click PUBLISH

Optional but recommended:

• Checkbox for consent to electronic signing: click ADD TO FORM > Instructions:

Example clause:

“By typing my name and clicking ‘Complete’, I acknowledge that I have read, understood, and agree to the terms of this document.”

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👀 What Travelers See

At the end of the document, Travelers will:

• Enter their name
• Submit the form as their signature

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📂 Where Travelers Find Their Signed Document

Travelers can access their signed document:

1. Go to Trip Page
2. Click the Tasks menu (checkmark icon)
3. Click Show Completed
4. Open the signed task

They can view, print, or save it.

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🧑‍💼 Where Planners Find Signatures

Individual Traveler

1. Go to TripCRM
2. Click Traveler name
3. Open TripBoard
4. Scroll to:
   • Completed Tasks → view signature
   • Activity Feed → see submission timestamp

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All Signatures (Bulk View)

1. Go to Manage Tasks
2. Find the waiver task
3. Click Responses

View:

• All signatures
• Names
• Dates

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📌 Regional Notes on Typed Signatures

• United States: Accepted and can be used as legal evidence
• United Kingdom: Typed signatures valid under 2002 regulations
• European Union: Cannot be rejected solely for being electronic
• General rule: Valid if intent, consent, and attribution are present

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⚠️ Best Practices

✅ Include a clear consent clause
✅ Use required fields for signatures
✅ Ensure waiver text is complete and readable
✅ Test the task before launch
✅ Keep records stored in YouLi

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🔄 Providing a Paper Alternative

Travelers must have the option to opt out of electronic signing.

If requested:

• Provide a downloadable waiver
• Traveler signs physically
• Upload back to YouLi via a Task

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🎥 See It in Action

Watch this overview to see how typed signatures work in YouLi: