Compliance Templates

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Compliance templates are the foundational documents in the e-signature system. Each template defines a document that caregivers must review and sign electronically -- such as confidentiality agreements, liability waivers, code of conduct acknowledgments, or policy acceptance forms.

What Is a Compliance Template

A compliance template consists of:

• Document content -- The text, terms, and conditions of the agreement or acknowledgment.
• Signature fields -- Designated locations where the caregiver must provide their e-signature, initials, or date.
• Input fields -- Additional fields the caregiver must complete (e.g., printed name, address, license number).
• Metadata -- Template name, description, version, and categorization.

Templates are reusable across events. Create a template once and include it in compliance packets for any event.

Template Types

Type	Description	Use Case
Acknowledgment	A document the caregiver reads and acknowledges with a signature. The content is informational, and the signature confirms the caregiver has read and understood it.	Policy reviews, handbook acknowledgments, orientation materials.
Agreement	A legally binding agreement between the caregiver and the organization. Requires a full signature.	Confidentiality agreements, non-compete clauses, arbitration agreements.
Consent	A form granting permission for specific actions or disclosures.	Background check consent, drug screening consent, medical records release.
Certification	A form where the caregiver certifies that specific statements are true.	License verification, credentials certification, self-attestation forms.
Custom	A template type for documents that do not fit the standard categories.	Organization-specific forms, facility-specific requirements.

Creating a Template

Step 1: Navigate to Template Management

1. Navigate to Compliance > Templates in the main navigation.
2. Click Create Template.

Step 2: Enter Template Details

Field	Description	Required
Template Name	A descriptive name for the template (e.g., "Confidentiality Agreement -- Standard").	Yes
Template Type	Select from Acknowledgment, Agreement, Consent, Certification, or Custom.	Yes
Category	A category for organizing templates (e.g., "Legal", "HR", "Clinical", "Facility-Specific").	No
Description	An internal description of the template's purpose and when to use it. Not shown to caregivers.	No
Version	The version number of the template. Auto-incremented when editing an existing template.	Auto
Effective Date	The date this template version becomes active.	No
Expiration Date	The date after which this template should no longer be used.	No

Step 3: Author Document Content

The template editor provides a rich text editing environment for creating the document content.

Editor Features

• Formatting -- Bold, italic, underline, font size, headings.
• Lists -- Numbered and bulleted lists.
• Tables -- Insert tables for structured content.
• Page Breaks -- Insert page breaks for multi-page documents.
• Headers / Footers -- Add headers and footers that appear on every page.
• Merge Fields -- Insert dynamic fields that are populated with caregiver-specific data when the document is presented for signing.

Available Merge Fields

Merge Field	Replaced With
{{CaregiverName}}	The caregiver's full name.
{{CaregiverFirstName}}	The caregiver's first name.
{{CaregiverLastName}}	The caregiver's last name.
{{BlueSkyID}}	The caregiver's BlueSky CRM identifier.
{{EventName}}	The name of the current event.
{{FacilityName}}	The facility the caregiver is assigned to.
{{Specialty}}	The caregiver's clinical specialty.
{{TodayDate}}	The current date at the time of signing.
{{LicenseNumber}}	The caregiver's primary license number.
{{LicenseState}}	The state that issued the caregiver's license.

Step 4: Place Signature and Input Fields

After authoring the document content, add signature and input fields to define what the caregiver must complete.

Signature Field Types

Field Type	Description	Visual Indicator
Full Signature	The caregiver draws or types their full signature. This is the primary binding signature.	Blue signature line with "Sign here" label.
Initials	The caregiver provides their initials. Used for acknowledging specific clauses or paragraphs.	Small blue box with "Initials" label.
Date	The caregiver enters or confirms the date of signing. Auto-populated with the current date but can be edited.	Gray date field with calendar icon.

Input Field Types

Field Type	Description
Text Input	A free-text field for the caregiver to type a response (e.g., printed name, employer, address).
Number Input	A numeric field (e.g., license number, years of experience).
Checkbox	A checkbox the caregiver must check to confirm a statement.
Dropdown	A selection field with predefined options.
Date Picker	A date input field with a calendar selector.

Placing Fields

1. Click the Add Field button in the template editor toolbar.
2. Select the field type from the dropdown.
3. Click on the document where you want to place the field. A placeholder appears.
4. Configure the field properties:
   • Label -- The label displayed to the caregiver (e.g., "Printed Name", "Date", "License Number").
   • Required -- Whether the field must be completed before the document can be submitted.
   • Width -- The visual width of the field on the document.
   • Default Value -- An optional default value. For merge fields, enter the merge field syntax.
5. Drag the field to adjust its exact position if needed.

tip

Place at least one Full Signature field and one Date field on every template. Most compliance documents require both a signature and a date to be legally valid.

Step 5: Preview and Save

1. Click Preview to see the template as the caregiver will see it, with sample data populating merge fields.
2. Verify that all fields are correctly placed and the document reads properly.
3. Click Save to create the template.

The template is now available for inclusion in compliance packets.

Editing a Template

To edit an existing template:

1. Navigate to Compliance > Templates.
2. Click the template name to open it.
3. Click Edit.
4. Make changes to the content, fields, or settings.
5. Click Save.

Version Control

When you save changes to a template that has already been used in a compliance packet:

• The system creates a new version of the template automatically.
• The previous version is preserved for audit purposes.
• Compliance packets that were already sent continue to reference the version that was active when they were sent.
• New packets will use the latest version.

info

Version history is accessible from the template detail page. Click Version History to see all previous versions, including who made changes and when.

Template Lifecycle

Templates move through the following states:

State	Description
Draft	The template is being created or edited. It cannot be included in a compliance packet.
Active	The template is published and available for inclusion in compliance packets.
Inactive	The template has been deactivated. It does not appear in the template selection when creating packets, but existing packets that include it are unaffected.
Archived	The template is permanently retired. It is read-only and preserved for historical reference.

State Transitions

Draft --> Active --> Inactive --> Archived

• Moving from Draft to Active publishes the template.
• Moving to Inactive removes it from the available templates list but does not affect existing packets.
• Archiving is permanent and cannot be undone.

Template Organization

Categories

Templates can be organized into categories for easier management:

• Legal -- Confidentiality agreements, arbitration agreements, liability waivers.
• HR -- Code of conduct, anti-harassment policy, employee handbook acknowledgment.
• Clinical -- Scope of practice acknowledgment, medication administration policy, infection control.
• Facility-Specific -- Documents required by a specific healthcare facility.

Tags

In addition to categories, templates support freeform tags for flexible organization. Tags help when searching for templates during packet creation.

Search and Filter

The template list supports:

• Search by template name or description.
• Filter by type, category, state, or tags.
• Sort by name, creation date, last modified date, or version number.

Next Steps

• Compliance Packets -- Bundle templates into packets and send them to caregivers.
• Audit Trail -- View the audit trail for template changes and signatures.
• Compliance Overview -- Return to the compliance overview.