Digital signatures

Each signature records who signed, when, and the IP address.

Timesheets, supervision notes, plans, agreements and forms are signed in Guidara, on the record itself. Each signature is stored with its time and IP address, and the signed content is fingerprinted so a later change would show.

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Signing a supervision note in Guidara: the Digital Signature Required dialog with electronic, typed and drawn methods, a typed signature preview, the legal notice and the Sign Document button

Signed inside Guidara

  • Timesheets
  • Supervision notes
  • Supervision plans
  • Agreements
  • Forms
  • Uploaded PDFs

How a signature is recorded and checked

Signing, locking the record, and letting someone else confirm it later.

01 Sign

Sign on the record you are working on.

Supervisees sign a week of hours when they submit it, and you sign when you approve it. Notes and plans are signed the same way. Agreements and forms are signed in the panel where they are read, with the same choice of a saved, typed or drawn signature.
  • Typed, drawn, or a signature saved to your profile
  • An electronic signature, your legal name only, on notes, plans and timesheets
  • Agreements and forms signed in their own panel
A supervisor signing a supervisee's timesheet in Guidara: the signature dialog open over the week of hours being approved

02 Lock

The signed record is locked and checked for changes.

Once everyone who needs to sign has signed, the record locks and its content is fingerprinted, so if anything in it changed afterwards the check would fail and the record would no longer show as verified. A timesheet can be reopened to correct it, which clears both signatures so it has to be signed again.
  • Who signed, when, and from which IP address
  • The signed content is fingerprinted
  • Marked verified while it still matches
The Signatures section of a signed record in Guidara, marked Verified: supervisor and supervisee signatures with dates, and an Export Signed Document button

03 Verify

Anyone you give it to can check it.

Export a signed record and the PDF carries a verification code. Anyone holding it, such as a licensing board or a new supervisor, can open the code on Guidara's verification page and see who signed the record, when, and whether it has changed.
  • A verification code on every export
  • A public page, no account needed
  • Each signer, the date and the method
Guidara's public verification page for a supervision note: marked Verified, with the document details and the supervisor and supervisee signatures

No printing or scanning.

You sign on the record itself, and your dashboard shows which signatures are still outstanding.

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A closer look at signing

What the signer agrees to, what is still outstanding, and your own PDFs.

Consent

Every signer sees what they are agreeing to.

Before signing a note, plan or timesheet, the signer reads that the time and IP address are recorded and that the signature is legally equivalent to a handwritten one. Agreements and forms ask the signer to tick a signing statement.

The foot of Guidara's signature dialog: a typed signature, the legal notice, the signing statement, and the Sign Document button

Pending

See whose signature you are waiting on.

Your dashboard lists every note, plan, agreement and form a supervisee still has to sign, and every timesheet waiting on your approval.

Pending Supervisee Signatures on the Guidara dashboard: a form and two supervision notes, each with the supervisee who still has to sign

Your own PDFs

Your own PDF documents can be signed too.

Upload a PDF, place signature and date fields on it, and send it to a supervisee. Document signing covers how it works.

The field palette in Guidara's document designer: Place Signature Field for the supervisee, Apply My Signature, Date, Text and Checkbox, beside an uploaded release of supervision records

Signing for supervisees and supervisors

Sign what is waiting for you.

A note waiting for your signature is marked on the note and listed in your pending tasks, as is any timesheet sent back for revision.

  • Marked on the record when your signature is needed
  • Sign with your saved signature or a new one
A supervision note in Guidara from the supervisee's side: the focus areas and goal, with Your signature required and a Sign Now button

How signatures are stored and protected

How Guidara protects your records
Signer, time and IP address
Each signature records who signed, when, and the IP address it was signed from.
Fingerprinted content
Signed records carry a fingerprint of their content, so a later change can be detected.
No client health information
Guidara signs supervision records. It never stores your clients' records.
Secure by default
Encrypted in transit and at rest, on SOC 2 certified infrastructure.

Works with the rest of Guidara

All features

Questions about signatures

Sign your next timesheet or note in Guidara.

The signature is stored with the record from the moment it is made.

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30-day free trial. Always free for supervisees.