Overview
Once created, Super and District Admin have the ability to send forms and packets through Nimble, offering candidates and Admin the ability to securely sign and receive electronic forms through our integration with HelloSign.
Sending forms
Once a packet or form template has been created in Settings, it can be sent to a candidate on their quick view or full profile. Note that, while Super Admin are able to send all forms to candidates, District Admin can only send forms which they have been granted access to by a Super Admin.
To send a form to a candidate, navigate to the Attachments section of the quick view or full profile and click the forms icon.
You will see a modal appear, prompting you to select which packets or forms you’d like to send to the candidate.
From the send forms modal, you’ll be able to select as many packets, forms, or a combination of the two you would like to send.
Once you’ve determined which packets and forms you’d like to send to the candidate, you can specify the due date and CC recipients by searching for their name in the autofill dropdown, or by adding their email address.
If you as the sender are not designated as a signer, you will want to tag yourself here in order to receive notifications for when the other signers have completed and returned the form.
Next, you can determine whether you want the candidate to receive an email notification letting them know that they have outstanding documents. If you select this option, the candidate will receive an email linking them back to their candidate profile, where they will be prompted to review and sign each form. You can turn off the notification option if you’d like to send your own email to the candidate informing them of the outstanding forms. They will still see the forms on their dashboard. However, they will not receive an automated email prompting them to log in and sign the documents.
Now, you can decide to either send all selected forms and packets immediately or review each form individually.
If you click "Send Forms", all the forms and packets you selected will be sent to the candidate at once, and no further action is required. You will see a notification at the top of the screen informing you that the forms are being processed.
If you click "edit forms before sending", the HelloSign app will pop up with the electronic form template(s) you created previously. If you selected a packet in the send forms modal, you will see each form contained within that packet in this section. You can make any last-minute adjustments here before hitting “Send”. If you selected more than one form to send, each one will need to be reviewed prior to sending the forms out to the candidate.
Finally, review the confirmation details and click "Send Forms" to send the forms to the candidate.
Completing forms as a candidate
As mentioned, the candidate will be sent an email that includes a link that will direct them to their Nimble Dashboard, where they will see any outstanding tasks and forms listed at the top of the page under the Outstanding tasks section.
Each form sent, including forms contained within a packet, will be listed as its own task. Once the candidate clicks the “Start task” link, they will review the instructions and then be prompted to sign the documents as needed.
Once the form has been signed, the candidate will see a status update with the date completed.
Completing the form as an additional signer
If you included additional signers on the form during configuration, the signers will receive an email prompting them to sign after the previous signers have completed their parts.
So, for example, if you assign the candidate as the first signer, and then the HR director as the second signer, the HR director will receive an email with a link to sign the document after the candidate has logged into their dashboard and completed the outstanding task.
In addition to receiving an email, the signer will also see the form on their Nimble home page; after signing, the form will be checked off.
Viewing completed forms
While Super Admin have the ability to create form templates and packets in settings, all users with permission to access a certain form can see that form once returned.
If you’d like to view the status of a form, you can navigate to the Attachments section on the candidate’s quick view or full profile. If a form is pending, you will see it labeled as “Pending form”; you can expand the pending form to see the status of each signer and send reminders.
Once the form has been signed by all of the assigned individuals, you will see the completed document under the Attachments section on the candidate’s quick view and full profile.
Filtering for completed forms
When a form, or form contained within a packet, is sent to a candidate, an outstanding task is created on that candidate’s profile.
To filter for the status of outstanding forms, you can use the tasks filter on the left hand side of the page. Once the candidate has signed, the task assigned to him or her will be marked as complete. Note that, if there are other signers after the candidate, the form will not show up until those signers have signed, even if the candidate’s task has been completed.