How to Verify Whether a Client Has Completed Signing a Contract
Verifying whether a client has completed a contract involves reviewing statuses within the Travel Industry Solutions system and considering whether all necessary steps have been finalized. Below is a comprehensive guide to help you ensure completion and troubleshoot common issues.
Overview
When a client signs and completes a contract, the system should display the contract as "completed" or "signed," and you may also receive a confirmation notification. However, discrepancies can occur due to incomplete client actions or process errors. This article outlines steps to verify contract completion and resolve common issues.
Steps to Verify Contract Status
1. Use the Audit Trail
The document’s audit trail is a vital tool for confirming whether the signing process was completed. To check:
Access the document’s audit trail through your dashboard.
Confirm that the document is marked as signed.
Inspect the document for any visible signatures.
If the dashboard shows the document as signed but a signature is missing, this indicates the client has not fully completed the signing process. In this case, resend the document and notify the client to ensure all steps are finalized.
2. Check Client Records
Another way to confirm contract completion is by reviewing the client’s record in your system. Completed contracts will appear under the client record’s "Completed" or "Signed" section. If a contract still appears as "Pending," this indicates the client has not finished the submission process.
3. Verify Submission Finalization
For a contract to be marked as completed in the system, clients must not only sign but also submit the document. Often, clients forget to finalize the process by clicking a "Submit Document" or equivalent button after signing. Ensure clients:
Complete the signing process.
Confirm they have clicked the submission button to finish.
If this step is missed, the contract will remain pending, and you will not receive a completion notification. Resend the document to the client with instructions to finalize the process by clicking the submission button.
Tools for Tracking Agreements
The Travel Industry Solutions portal provides tools to track agreements and verify whether they are pending or completed:
Log into your portal to access pending and completed agreements.
If an agreement is still marked as pending and no completion email has been received, the client needs to take further action to finalize it.
Troubleshooting Common Issues
Missing Signature Despite Audit Trail Indication: - Ensure the client actually signed the document; resend it if necessary.
Client Claims to Have Signed, But Agreement Remains Pending: - Remind them of the critical step to submit the signed document.
No Notification of Completed Contract: - Check the client record in the system and verify submission status.
Conclusion
To ensure seamless verification of client contracts, regularly review the audit trail, client records, and the system’s agreement portal. Provide clear instructions to clients on finalizing the process to avoid delays. By following these steps, you can efficiently track and rectify contract completion issues.