Compliance Packets

Admin

🔒Requires permission: Compliance.Packets.Create

Compliance packets bundle multiple compliance templates into a single package that is sent to caregivers for electronic signature. Instead of sending individual documents one at a time, a packet provides a streamlined experience where the caregiver completes all required documents in a single session through a secure link.

What Is a Compliance Packet

A compliance packet is a named collection of compliance templates that are sent together to a caregiver or group of caregivers. Each packet includes:

• A set of compliance templates (documents requiring e-signatures).
• A due date by which the caregiver should complete all documents.
• Configuration for reminders and follow-up.
• Tracking of per-document and overall completion status.

Creating a Compliance Packet

Step 1: Navigate to Packet Management

1. Navigate to the event's Compliance tab.
2. Click Create Packet.

Step 2: Enter Packet Details

Field	Description	Required
Packet Name	A descriptive name for the packet (e.g., "Pre-Deployment Compliance Packet -- Q1 2026").	Yes
Description	An internal description of the packet's purpose. Not shown to caregivers.	No
Due Date	The date by which caregivers should complete all documents in the packet.	Yes
Event	The event this packet is associated with. Auto-populated if created from within an event.	Yes
Instructions	Instructions displayed to the caregiver at the top of the signing experience (e.g., "Please review and sign each document below. Contact your coordinator if you have questions.").	No

Step 3: Select Templates

Add compliance templates to the packet:

1. Click Add Templates in the packet builder.
2. The template picker shows all Active templates, organized by category.
3. Select templates by checking the boxes next to each one. Use search and category filters to find specific templates.
4. Click Add Selected to add the chosen templates to the packet.

Ordering Templates

Templates are presented to the caregiver in the order they appear in the packet. To reorder:

• Drag and drop templates in the packet builder to change the sequence.
• Place the most important or time-sensitive documents first.

Template-Level Settings

For each template in the packet, you can configure:

Setting	Description	Default
Required	Whether this document must be signed to consider the packet complete.	Yes
Order	The display order within the packet.	Sequential by add order
Instructions	Template-specific instructions shown to the caregiver before they review the document.	None

tip

Include a brief, friendly instruction for each document to help caregivers understand what they are signing. For example: "This confidentiality agreement covers your handling of patient information during the event."

Step 4: Configure Reminders

Set up automatic reminders for caregivers who have not completed the packet by certain milestones:

Setting	Description	Default
Enable Reminders	Toggle automatic email reminders on or off.	On
First Reminder	Number of days after the packet is sent to send the first reminder (if not yet complete).	3 days
Second Reminder	Number of days after the first reminder to send a follow-up.	3 days
Final Reminder	Number of days before the due date to send a final reminder.	1 day
CC on Reminders	Additional email addresses to CC on reminder emails (e.g., the event coordinator).	None

Step 5: Save the Packet

Click Save to create the packet. It is now in Draft status and ready to be sent.

Sending a Compliance Packet

🔒Requires permission: Compliance.Packets.Send

Sending to Individual Caregivers

1. Open the compliance packet from the packet list.
2. Click Send Packet.
3. The caregiver selection panel opens. Search for and select one or more caregivers.
4. Review the send summary:
   • Number of caregivers receiving the packet.
   • Number of documents in the packet.
   • Due date.
5. Click Confirm Send.

The system:

• Sends an email to each selected caregiver with a secure link to the signing portal.
• Creates a tracking record for each caregiver-packet combination.
• Updates the packet status from Draft to Sent (for the first send).

Bulk Sending

For large events, use bulk sending to distribute the packet to all or a subset of caregivers:

1. Open the compliance packet.
2. Click Bulk Send.
3. Apply filters to select the target audience:
   • All Event Caregivers -- Send to every caregiver assigned to the event.
   • By Facility -- Send only to caregivers assigned to specific facilities.
   • By Specialty -- Filter by clinical specialty.
   • By Compliance Status -- Send to caregivers who have not yet received any compliance packet.
4. Review the filtered list and the count of recipients.
5. Click Confirm Send.

caution

Sending a compliance packet triggers immediate emails to all selected caregivers. Verify the recipient list carefully before confirming. Packets cannot be "unsent" after delivery.

The Caregiver Signing Experience

When a caregiver receives the packet email and clicks the secure link:

1. They are taken to the Compliance Portal -- a clean, focused signing interface.
2. The portal displays the packet instructions and a list of documents to sign.
3. The caregiver clicks each document to review it. Merge fields are populated with their personal data.
4. At each signature field, the caregiver can:
   • Type their name to generate a typed signature.
   • Draw their signature using a mouse, trackpad, or touchscreen.
5. After signing all required fields in a document, they click Submit to finalize that document.
6. They proceed to the next document until all documents are completed.
7. Upon completing all documents, a confirmation page appears, and a confirmation email is sent.

Tracking Completion

Packet-Level Tracking

The compliance packet detail page shows overall completion status:

Metric	Description
Total Sent	Number of caregivers the packet was sent to.
Completed	Number of caregivers who have signed all documents.
In Progress	Number of caregivers who have signed some but not all documents.
Not Started	Number of caregivers who have not opened the packet.
Overdue	Number of caregivers past the due date without completing.
Completion Rate	Percentage of recipients who have fully completed the packet.

Per-Caregiver Tracking

Click a caregiver's name on the packet detail page to see their individual progress:

Column	Description
Document Name	The name of each document in the packet.
Status	Not Started, In Progress, or Signed.
Signed Date	The date and time the caregiver signed the document (if completed).
Signature	A thumbnail of the caregiver's signature (click to view full size).

Per-Document Tracking

Click a document name to see which caregivers have signed that specific document:

Column	Description
Caregiver Name	The caregiver's name.
Status	Not Started, In Progress, or Signed.
Signed Date	When the document was signed.
IP Address	The IP address from which the signature was submitted.

Managing Packets

Packet Statuses

Status	Description
Draft	The packet has been created but not yet sent to any caregivers.
Sent	The packet has been sent to at least one caregiver.
Closed	The packet's due date has passed and has been closed by a coordinator. No further signatures are accepted.
Archived	The packet is archived for historical reference.

Editing a Draft Packet

Packets in Draft status can be freely edited -- add or remove templates, change the due date, update instructions, or modify reminder settings.

Editing a Sent Packet

Once a packet has been sent:

• You can change the due date (extending the deadline for completion).
• You can update reminder settings.
• You can add additional caregivers as recipients.
• You cannot add or remove templates from the packet (this would invalidate existing completions).

info

If you need to add a new document after a packet has been sent, create a supplemental packet containing only the new document and send it to the same caregivers.

Closing a Packet

To close a packet (stop accepting signatures):

1. Open the packet detail page.
2. Click Close Packet.
3. Confirm the action.

After closing:

• Caregivers who have not completed the packet can no longer access the signing portal.
• The packet status changes to Closed.
• A final completion snapshot is recorded.

Resending to a Caregiver

If a caregiver lost the email or the link expired:

1. Open the packet detail page.
2. Find the caregiver in the recipient list.
3. Click Resend next to their name.
4. A new email with a fresh link is sent. The previous link remains valid as well.

Next Steps

• Audit Trail -- View the complete audit trail for packet and document activity.
• Compliance Templates -- Create or modify compliance templates.
• Compliance Overview -- Return to the compliance overview.