Tracking Signature Requests
Once you've sent signature requests, you need to know who has signed, who hasn't, and what to do about it. Junipa provides two ways to track signatures: from within the plan itself, and from the centralised Signature Dashboard.
Checking Status on a Plan
When you open a student's plan in the editor, each electronic signature field shows its current status:
| Status | Meaning |
|---|---|
| Not Requested | No signature has been requested for this field yet |
| Pending | A request has been created but the email hasn't been confirmed sent |
| Awaiting Signature | The email was sent — waiting for the recipient to sign |
| Signed | The signature has been collected |
| Expired | The signing link expired before the recipient signed |
| Declined | The recipient declined to sign |
| Cancelled | A staff member cancelled the request |
This gives you a quick at-a-glance view for an individual student's plan.
Signature Dashboard
For a school-wide view across all students and plans, use the Signature Dashboard.
Location: Plans > Signatures in the main navigation.
Summary Cards
At the top of the dashboard, summary cards show:
| Card | What It Shows |
|---|---|
| Total Requests | All-time count of signature requests sent |
| Awaiting Signature | Combined count of Pending + Sent + Viewed requests |
| Signed | Total signatures successfully collected |
| Expired / Declined | Requests that need attention (only shown if count > 0) |
The Request Table
Every signature request is listed in a table with the following information:
| Column | What It Shows |
|---|---|
| Student | The student the document relates to |
| Plan | The plan or document name |
| Recipient | Name and email of the person asked to sign |
| Method | How the request was sent: Email, SMS, or In Person |
| Status | Current status with a colour-coded badge |
| Sent | When the request was created, plus when the email was delivered |
| Signed | When the signature was collected (blank if not yet signed) |
| Actions | Available actions for this request |
Status Badges
| Badge | Colour | Meaning |
|---|---|---|
| Pending | Yellow | Request created, email delivery in progress |
| Sent | Yellow | Email delivered to recipient |
| Viewed | Blue | Recipient has opened the signing page |
| Signed | Green | Signature collected |
| Expired | Red | Link expired before signing |
| Declined | Red | Recipient declined |
| Cancelled | Grey | Cancelled by staff |
Filtering
Use the filters above the table to narrow your view:
- Status — show only requests in a specific status (e.g. just "Sent" to see who you're waiting on)
- Date range — filter by when requests were created
- Search — type a student name, recipient name, email address, or plan name
Click any column header to sort ascending or descending.
Taking Action on Outstanding Requests
Send a Reminder
When a recipient hasn't signed yet and you want to follow up:
- Tick the checkbox next to one or more outstanding requests.
- Click Send Reminder in the top-right corner.
- Optionally add a personal message (e.g. "Just a gentle reminder to sign at your earliest convenience").
- Click Send Reminders.
The recipient receives a follow-up email with the same PIN and signing link as the original request.
You can also click the envelope icon on an individual row to send a reminder to just that person.
Reminders keep the same PIN — they're a gentle nudge, not a reset.
Resend with a New PIN
Use this when the recipient's PIN is no longer working. This happens when:
- They entered the wrong PIN too many times (the account locks after 5 failed attempts)
- The signing link has expired
- They've lost the original email and need a completely fresh start
To resend:
- Click the circular arrow icon on the request row.
- A dialog confirms that a new PIN will be generated and the old PIN will stop working.
- Click Resend with New PIN.
The recipient receives a brand new email with a fresh signing link and PIN. The old credentials are invalidated immediately.
| Situation | Action |
|---|---|
| Recipient just hasn't gotten around to it | Send Reminder (same PIN) |
| PIN locked after too many failed attempts | Resend with New PIN |
| Signing link has expired | Resend with New PIN |
| Recipient says they never received the email | Resend with New PIN |
View Audit Trail
For signed requests, click the shield icon to see the full audit trail:
- Date and time of signing (with timezone)
- IP address of the signing device
- Browser and operating system
- Device type and screen resolution
- Which consent checkboxes were ticked
- Whether the signature was drawn or typed
This information is recorded for legal compliance under the Electronic Transactions Act 1999 (Cth).
Cancel a Request
If a request is no longer needed (e.g. the plan has changed or the wrong person was selected):
- Click the red X icon on the request row.
- Confirm the cancellation.
The signing link immediately stops working. The request moves to Cancelled status.
Frequently Asked Questions
How do I know if a parent has received the email?
Check the Status column on the Signature Dashboard:
- Sent means the email was delivered by our email provider.
- Viewed means the recipient has clicked the link and opened the signing page.
If the status stays at Pending for an extended period, the email may have bounced or gone to spam. Try using Resend with New PIN to send a fresh email.
A parent says their PIN doesn't work. What do I do?
Click the Resend button (circular arrow icon) on their request. This generates a new PIN and sends a fresh email. The old PIN is immediately invalidated.
Can I request signatures from multiple people on the same plan?
Yes. If the template has multiple signature fields (e.g. one for a parent and one for a medical professional), each field generates its own independent request. You can track them separately on the dashboard.
If a single signature field is configured with multiple signer groups and "All must sign" logic, each group member receives their own request and all must complete before the field shows as fully signed.
How long does the signing link last?
By default, signing links expire after 7 days. After expiry, the recipient will see an "expired" message when they try to access the link. Use Resend with New PIN to generate a fresh link with a new 7-day window.
Can I see all outstanding signatures at once?
Yes. On the Signature Dashboard, set the Status filter to Sent to see all requests where you're waiting for a response. This gives you a clear list of everyone who still needs to sign.