Can my clients review and sign my agreements through PetPocketbook?

Yes! It's super easy to manage all of your documents in PetPocketbook! 💼

Through our documents feature, you can send clients agreements to be signed or share resources like a client handbook for easy reference. Both you and your clients will be able to see all documents sent via PetPocketbook in your respective PetPocketbook portals.

From the Documents tab on your company settings page, you can add, edit, and remove any agreements you want clients to sign. Here's how it works:

1. Choose what type of document you'd like to add. You’ll see four different types of documents that you can set up:
   • Service agreements
   • Vet releases and waivers
   • Optional releases (like social media or photo releases)
   • Shared resources (like FAQs, client handbooks, etc.)

Do you have different agreements for dog walking vs. boarding? We’ve got you covered! You'll be able to set up as many of each type of document as you'd like, so in this example, you can create a different service agreement template for each service category

2. Create a new document. We'll be working on a template that you can start with (for service agreements and vet releases) and a word editor to type up your document from scratch, but in the meantime, you can upload an existing PDF (up to 16MB). Once uploaded, make sure to add your document title at the top, and you're all set to hit "publish"!

💡Is your agreement in Word, Pages, or Google docs? You can “print” the document and save it as a PDF, and then upload into PetPocketbook!

3. Choose which service categories require this document. You can select all or choose specific service categories that require this document. When a pet parent tries to request services, they’ll be prompted to sign the relevant required documents first. Soon you’ll see a pop-up on your end when a client has not yet signed any required documents for the category you’re adding the new appointment for. Likewise, anytime you add a new service category, we’ll ask which documents should be required.

4. Choose who you'd like to send the document to. 
   • If you select all clients, everyone in your client list in PetPocketbook will be prompted to sign the agreement immediately. 
   • If the document should only be sent to new clients going forward, no one will receive the document when you publish it. Instead, you'll be prompted to send documents as you create new clients.
   • You can choose to send a document to a specific client or group of clients. If you select this option, we’ll automatically direct you to the status by client summary tab of your document template, where you can search by client and send your document as needed. 

Once an agreement has been sent, you’ll see the agreement as well as its signature status in the documents tab of each recipient’s client profile. This will send an email notification to your client requesting that they review and sign your agreements in PetPocketbook. They'll also be prompted to sign your agreements the next time they login to their pet parent portal.

⚠️ Keep in mind that pet parents can choose to review an agreement later, if let’s say, they’re in the middle of updating their pet’s profile. In that case, they’ll be reminded to sign your agreement the next time they’re back on PetPocketbook; and they won’t be able to book services for categories with required documents until they’ve reviewed and signed those agreements.

4. View a summary of each document.  Once you've sent out documents, you can tap on the document you published to review your document template, edit the required categories, as well as view status by client and from here, view signed copies or send the document to specific clients.

Accessing documents from a client’s profile

You can review, upload, and send documents in the document tab within each client's profile.   If clients have signed your agreements, you'll be able to access and download the signed version from their profiles on any device. A copy of the signed agreements will also be emailed to your clients and will soon also be visible in their pet parent portal.

To send the client a new document, tap “send template” and choose which document you’d like to send. Select one or multiple documents then tap send. This will send an email notification to your client requesting that they login to PetPocketbook to review and sign your agreements. They'll also be prompted to sign your agreements the next time they login to their pet parent portal.

⚠️ Please note that signed documents may take a few minutes to appear in your portal!

FAQs

What if I have multiple agreements for my clients to sign?

No problem! You can upload multiple agreement templates on your company account and choose which agreements get sent to each client as well!

What about clients who've already signed my agreements? Do they have to sign it again?

Nope! Say you’re uploading an agreement that some or all of your clients have already signed. If you don't want those clients to have to sign it again, when prompted, choose:

• Select clients if you know which of your clients you’d like to send the agreement to; or
• Only new clients going forward and your existing clients won’t be bothered!.

Deleting a document

If you’d like to delete a document, hover over it until you see a coral x. Once you tap it, you’ll be asked if you’d like to remove the document. Removing a document does not affect documents that have already been signed, but the removed document will no longer be an option to send to clients going forward. To proceed with removing the document, tap “remove”.