Consent

The Consent tab records the participant’s consent, for example consent to collect, use and share their information. You can collect it by e-signature or log one already signed on paper. Open the participant, then select the Consent tab.

Enlarge screenshot

Swipe across the enlarged image to read each part of the screen.

View full-size screenshot

Two ways to capture consent

Under How is consent being captured? choose one:

• Send for e-signature: emails both parties a link to sign the consent form electronically, and marks it signed automatically once both have signed.
• Record signed consent: log consent that was signed outside the app. Enter the Date signed (required) and attach a file under Signed document (optional).

Who signs for the participant

In e-signature mode, Participant signatory is a picker, not a free-text field. It lists the participant themselves (the default) plus every person on their Contacts tab, so a guardian, nominee or other authorised representative can sign instead. Search by name or email to find them.

If the person you choose has no email on file, you see No email on file. and cannot send until one is added.

Participant email and phone-only records

Electronic signing requires the participant’s own valid email on Details, even if a guardian, nominee or another contact signs instead. The selected participant representative and provider signatory must also have valid email addresses. A representative’s email does not replace the participant’s email requirement.

For a participant with phone only, Record signed consent is the available option. Enter the signed date, with an optional uploaded copy. Existing signing history stays available if the participant’s email is later removed; outstanding signing requests can still be cancelled. Invoice recipient email requirements are separate and still apply.

Provider signatory

Provider signatory is also a picker. It lists your workspace contact and every worker who has an email, to sign on behalf of the workspace. This field is required.

Consent form content (e-signature)

Before sending, you can tailor the document under Consent form content. Untick a section to leave it out, or edit its wording; lines starting with “- “ become bullet points in the PDF. Keep at least one section, or you see Include at least one section. The default sections are:

• Consent to Share Information
• Consent to Deliver Supports
• Consent to Use Media
• Privacy Statement
• Consent Duration and Review

The Consent to Share Information section has an optional Named parties (optional, comma-separated) field, where you list people (for example a plan manager or GP) to add them as extra bullet points on the form.

Record paper consent step by step

Use this path only after consent was actually signed outside the app. Choose Record signed consent, set Date signed to the date on that consent and, if available, use Browse under Signed document (optional) to choose its matching file. Check the participant and signed date before Record consent. Selecting this action records signed consent; it is not a way to save an unsigned draft.

Enlarge screenshot

Swipe across the enlarged image to read each part of the screen.

View full-size screenshot

Send or record

• In e-signature mode, select Send for signatures. If a signatory email is missing you see Missing before sending: listing exactly what is needed. Otherwise the status moves to Sent for signing (“Waiting for the participant and provider to sign. The record updates automatically once both have signed.”), then to Consent signed on its own once both have signed.
• In manual mode, select Record consent to log it as signed.

Once consent is signed, the tab collapses to a read-only status card.

Cancel a signing request

If consent is out for signature and you need to stop it, select Cancel signing request. A dialog headed Cancel signing request warns: “This voids the pending signing links and emails both signers to let them know. You can then record or send consent again.” Select Cancel to confirm (or Keep request). You see Signing request cancelled.

Rescind signed consent

If the participant withdraws consent, open the signed record and select Rescind consent. A dialog headed Rescind consent warns: “This marks the signed consent record as rescinded. The signed document stays in the register for your records. You can record or send consent again afterwards.” Select Rescind to confirm (or Keep consent). The status becomes Consent rescinded and you see Consent rescinded.; the signed document stays in the document register, and you can record or send consent again whenever you need to.

Before you send, and if sending is interrupted

You need Participants edit access plus the relevant Documents access, with Documents and e-signing enabled. Confirm the participant’s authority, the selected representative and both email addresses before you send. For example, if a guardian is signing, first save that person’s correct contact details under Contacts, then choose them as Participant signatory.

After recording paper consent, check Consent signed and the signed date. For electronic consent, wait for the completed status and use the signed-file link beside it to review the filed copy. A sent request is still waiting for signatures.

If a Saved signing request panel appears after an interruption, use Resume saved request or Check status. Select Cancel saved request, then Cancel request, only if you intend to void its links. The original PDF remains in Documents. If the panel cannot be checked, select Check again after restoring your connection.

Do not send another request while the first result is uncertain. Review the existing consent and signing status before trying again. To correct signed consent, follow your organisation’s consent process and use Rescind consent when appropriate, then capture replacement consent with the participant.