Turnkey Processing LLC

To ensure a smooth and efficient signing process, it’s important to follow best practices when preparing and sending DocuSign documents. Whether the document is intended for in-person signing or sent directly to the merchant, these tips will help streamline the process, reduce errors, and ensure clarity for all parties involved. Here are some quick tips to remember:

Completing DocuSign Requests

We have chosen to give some of our more seasoned sales reps, as well as our full-time W2 sales reps, the ability to host DocuSigns.  Often times, they will forget to include the DBA in the subject line, and occasionally they may choose the wrong template (e.g. IC instead of Flat) that will require additional corrections before completion.  When you receive an email requesting you to complete a DocuSign:

1. Open DocuSign, and using the Shared Access feature, select the sales rep who initiated the DocuSign and open the document you just received in Correction mode
2. Update the subject line to include the DBA
3. Review any messages from the rep regarding the account, and add additional fields/info to the intake sheet as needed
4. Review the intake sheet for any obvious errors or missing information and message the rep for clarification
5. Populate the fields assigned to the Onboarding Agent to reflect the sales rep's intentions as stated in the intake sheet, adding or moving fields around as needed
6. Check the Equipment Recommendations article against the hardware selected and clarify with the rep / finalize the equipment list and value accordingly
7. After you've done everything you can to ensure the fields within your control are filled out correctly, accept the updates you've made in edit mode, switch back to your own DocuSign account, and finalize the DocuSign.  

Sending MPA DocuSign Requests

Most of our DocuSigns were created for an In-Person Signing experience care of the sales rep, while others were templated to be sent directly to the merchant.  Here's what to keep in mind if we are asked to send a DocuSign directly to the merchant:

• Prefill anything you can based on what the requestor has provided to you
• Look for any boxes assigned to the owner that are white in the middle - this indicates that we must prefill the information before sending.  If the information isn't available, assign the field to the Onboarding Agent and mark it as required to be filled out after the merchant signs 
• Review what fields are currently assigned to the owner that in reality should be filled out by the sales rep - we have 2 options here:
  1. For any info the sales rep has provided us already, change the field to Read Only after prefilling it
  2. For any info not yet provided by the rep, Add sales as the second signer (and change Onboarding Agent to the 3rd signer) and assign those fields to the sales rep

Sometimes we have a Sales Rep who would like to fill out the intake form on the merchant's behalf before it directs to the merchant to sign, but they aren't setup to host the DocuSign themselves or their merchant isn't in their area.  Here we again have 2 options

1. Give the sales rep the option of filling out our Virtual Intake form and offering to send the DocuSign directly to the merchant after receiving it
2. Add the sales rep as a recipient, and assign the Intake Form fields as well as the fields on other forms that map to the intake, to the Sales Rep.  Make sure the Sales Rep is #1 in the signing order, the Owner #2, and Onboarding Agent #3

Merge Errors

If multiple templates are included in a single envelope, duplicate recipients may appear. This is ok, as long as the Roles are all in the same signing order - update the signing number position based on the above policies.  For example, if Owner is showing in the signing order as both number 1 and number 2, and it's supposed to go to them first, update it so they are  both showing as 1.  

If you get an error when trying to Merge recipients, first review the signing order, and then double-check that the role names coordinate.  For example, if one template has the role Owner, and another template has Owner Name, you may need to update the Role on the template that was accidentally setup as Owner Name before continuing.   Mapping and merging errors across documents will occur if they are not the exact same role and in the exact same signing order. The list below outlines some additional issues

These are the criteria that must be met in order to merge duplicate recipients:

• Signing order: If a signing order is specified, the recipients' position in the order must be an exact match.
• Role name: If role names are used, recipient role names must be an exact match.
• Recipient action: Same recipient action (Needs to Sign, Receives a Copy, etc.).
• Name and email: If name and email address are specified, they must be an exact match.
• Authentication: Same authentication method, only one duplicate has an authentication method, or none (no conflict). Note that access code can be applied with an authentication method (phone, SMS, or knowledge based). So you can have one recipient with an access code and another with an authentication method and combine these into a single recipient. However, you cannot have two duplicate recipients with an access code or an authentication method unless the specifics are the same for both recipients.
• Private message: Same private message, only one duplicate has a private message, or none (no conflict).

Sending Equipment Agreements Directly to the Merchant

For equipment agreements being sent directly to the merchant or hosted by deployment, switch relevant fields assigned from the Onboarder over to the Owner for their visibility. 

• If being sent directly to the owner, these fields should be prefilled and marked as “Read-Only” to prevent further edits by the recipient.
• If being hosted by deployment, allow serial number fields to be edited, and mark anything else we can pre-fill as read-only

What fields need to be reassigned:

5. Handling Forms Sent After Initial MPA Paperwork

For forms sent to the merchant after the initial MPA paperwork:

• Lease Assumption Form
• Delivery Acknowledgement
• Equipment Swap Agreement
• PayZero Redemption
• billing forms when there are any changes with the term, equipment or pricing

Please assign all fields to the Owner. Ensure any fields we don’t want altered (e.g., MID & Lease #, Pricing, Equipment, Quantity, Serial Numbers, Lease Payments, Lease Terms, Payment Schedule, etc.) are prefilled, marked as Read-Only, and set as not required. This will clearly indicate which fields we need to complete in advance.

Note: Delivery Acknowledgements will always be prepared by us for signing at install, so we want them assigned to the owner with us prefilling it, similar to the lease assumption form.