See what e-signature changes at your institution
Before vs. after adding e-signature to iVake
Where you are today
Holding you back
Offer letters printed and posted
Admission offers and undertakings are printed, couriered or handed over, and signed copies trickle back after the fee deadline.
Pain point
A contract that walks the corridors
An appointment letter goes by hand from the HOD to the Principal to the management, and waits in each in-tray for days.
Pain point
Consent slips in a box
Trip and activity consent comes back on paper, is sorted by section, and cannot be found when a parent later asks what they agreed to.
Pain point
Joiners who never signed
Staff who join mid-term miss the policy acknowledgement handed out at orientation, and nobody notices until it is needed.
Pain point
- 3+Signers passing one paper around
- 2+Reminders chased by phone
- WeeksFor a signed copy to come back
Your institution, transformed
Everything connected
Sent from the record
Offer letters and contracts are drawn from templates filled with the name, programme and fee already on file.
Solved
Signed in the order you set
Each signer receives the document when it is their turn, on a phone or a laptop, with reminders until it is done.
Solved
Consent you can show
Who agreed, to what and when is kept on the student record, alongside the purpose it was collected for.
Solved
Filed without a cupboard
The signed copy attaches to the student or staff record, held in encrypted storage and found from the record.
Solved
- 1Record each signed copy is filed on
- 0Pages printed to collect a signature
- 1Log of every signing step
Ready to make the switch? See how it works for your institution.
Close admissions without waiting for paper
Offer letters and admission undertakings reach families on their phones and come back signed, not in an envelope after the fee deadline. The offer already carries its expiry date and a payment link.
- Offer letters filled from the application: name, programme, category and fee
- Signing links sent on WhatsApp, SMS or email and opened on any phone
- The student signs first, then the parent or guardian, in the order you set
Take contracts, consent forms and acknowledgements off paper
Anything that needs a signature today, from staff appointment letters to trip consent and IT use policies, can go out for signing with its history kept. The signed copy lands on the record it belongs to.
- Signature, initial and date fields placed on a PDF without developer help
- One template with versions for different campuses, programmes or roles
- Signed copies attached to the student or staff record, not a filing cabinet
Show who signed, when and how
When a signed document is questioned later, the record answers the question. Each signature is logged with the signer, the time, how they were verified and the version they saw, in the same audit trail as everything else.
- Signers verified by a one-time code to the phone or email on file
- Signed documents sealed, so any later change to the file shows
- A completion record listing every signer, time and verification method
E-signature features
Everything you need to manage e-signatures effectively
Signing order
Signers receive the document one after another, in the order you set.
Parallel signing
Everyone signs at the same time when the order does not matter.
Conditional routing
The next signer depends on campus, programme or an earlier answer.
Reminders & escalation
Reminders on your schedule, then escalation to a named person.
Templates from the record
Offer letters and contracts filled from the student or staff record.
Sign on any phone
Links on WhatsApp, SMS or email, opened on a phone or a laptop.
Filed on the record
Signed copies attach to the student or staff file automatically.
Audit trail
Every send, view, signature and reminder logged with the actor.
Frequently asked questions
Get answers to common questions about e-signature
Are electronic signatures valid in India?
India’s Information Technology Act, 2000 recognises electronic signatures, but some documents need a particular kind of signature and a few are excluded altogether. Confirm the method for each document with your legal adviser; iVake keeps the record of who signed, when and how.
Can one document need signatures from several people in order?
Yes. Signing can be sequential, parallel or conditional. An admission undertaking can go to the student first, then the parent or guardian, then the admissions officer, each receiving it only when the previous signer has finished. Where order does not matter, everyone signs at once.
How do signers prove who they are?
You choose for each template. A trip consent form might need only a one-time code sent to the phone number on file, while a staff contract might also need the signer to be logged in with their institutional account through Google Workspace, Microsoft Entra ID or SAML.
What if someone does not sign before the deadline?
Reminders go out at the intervals you set. If the document is still unsigned, it can be escalated to a named person, such as the head of department or the admissions counsellor, or allowed to expire. Every reminder and escalation is logged.
Does e-signature connect to admissions and staff records?
Yes. It works on the same records. An offer made from the merit list can go out for signing with its expiry and payment link, a new staff record can start the appointment letter, and the signed copy lands on the student or staff file.
Is there a charge for each document signed?
Campus operations in iVake are priced per student, per month, with no charge per login. If a signing method you choose relies on a paid third-party service, that cost is stated in your estimate.
Can parents give consent for their child’s data this way?
Consent is captured when a parent submits data, with the purpose and the time recorded, and withdrawal is recorded the same way. The DPDP Act expects consent for a child’s data to be verifiable, and a dated, logged record is stronger evidence than a tick on a paper form.
Where are signed documents kept?
On the student or staff record, in encrypted storage held in your own region. Downloads use signed links that expire, and you can export every document in open formats at any time, including after the contract ends.
Cloud, hosted in your region
REST API & webhooks- SSO: Google, Microsoft & SAML
Encrypted, backed up daily- Built for the DPDP Act
- Full security details
Built for your institution type
See how this feature works for your specific institution
CBSE, ICSE & state-board schoolsTrip and activity consent from parents on their phones
UniversitiesStaff contracts signed in order across campuses
Degree collegesAdmission undertakings signed before the fee deadline
ITIs, polytechnics & skill centresEnrolment agreements signed at the counselling desk
Playschools & pre-primaryPick-up authorisations signed by guardians
Professional collegesOffer letters with category and fee, signed by phone
Integrations, comparisons & tools
Extend e-signature with integrations, see how iVake compares, and run the numbers
Related features
Document Management
Every document filed against the student, staff member or criterion it belongs to.
Admission Management
Merit lists, quotas and offers with an expiry and a payment link.
Multi-Level Approvals
Approval chains set by your administrators, versioned and visible.
Staff Recruitment
Openings, applicants and appointments leading into the staff record.
Secure Transcripts
Marksheets and certificates shared through signed links that expire.
Parent Portal
Attendance, results, fees and notices, with one login for every child.
More in strategic capabilities
Explore other features in this category
Ready to transform your signing process?
See how iVake sends documents for signing from the record and files them back on it, so nobody chases paper around the campus.
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