The beginning of the academic year in educational institutions is a somewhat troubled period, especially with regard to admission procedures. registration renewal in 2024. These are intense and bureaucratic processes, which require a lot of time and extreme attention.
In this sense, the increasing digitization of administrative processes brings significant tools to facilitate these activities – especially after times of pandemic, marked by adverse circumstances that triggered a strong need for adaptation for all types of companies and institutions.
However, it is still common to have a certain difficulty among the more traditional entities to adapt to this new reality.
That's why we, at ZapSign, have prepared this article, containing everything you need to know about how to use electronic signature for enrollment and re-enrollment of students. Read on to find out how to speed up and optimize your educational institution's internal processes!
The importance of the strategy for enrollment renewal in 2024
Considering the importance of the registration renewal stage in educational institutions, we can say that the use of good strategies in this process is essential to guarantee the permanence of students and, consequently, the success of their school, course or university.
This is because a strategic management of student retention gives strength, credibility and stability to any institution, having a positive impact on all results achieved, including the quality of education itself.
How does a campaign made for this purpose work?
When promoting a campaign that establishes a digitized and modern enrollment renewal process, it is necessary to bear in mind its main purposes.
The main purpose of establishing this type of strategy is to create favorable conditions, skipping unnecessary and time-consuming bureaucratic steps that result in an inconvenient waste of time.
To this end, it is essential to use technology properly, aiming at automating processes, facilitating the administrative routine and improving communication between the institution, students and those responsible for them.
This positive development of communication favors closer ties between all parties, as well as student performance, which is essential to encourage enrollment renewal.
This relationship must be worked on not only through technological implementation, but also by investing in events and day-to-day activities, as well as by focusing on transparency in all aspects of the teaching process.
These measures, combined with the adoption of the best educational marketing strategies, become essential to boost your school's re-enrollments, maintaining and expanding its student base.
It is worth noting that, in the middle of 2024, it is important that these strategies take place both through traditional means and through the digital environment.
And, after all, what is an electronic signature?
An electronic signature is a legal and efficient way to obtain someone's approval or consent by acknowledging it via electronic means with legal validity, operating as a substitute for hand-signing contracts, documents and additive.
Therefore, all the processes involved in manually signing a document, which include going to notary offices or sending papers by mail, can be simplified with the purchase of an electronic signature.
The same goes for other forms of recognition: biometric recognition at ATMs and identification tokens used in virtual services, for example, are also electronic signature types.
Thus, although in analog times the most common form of personal recognition was handwriting, today we have other alternatives.
A great advantage in times of home office, since the people involved can be anywhere when signing the proof documents of a new partnership or hiring, as long as they have the necessary tools.
How the electronic signature can be used for registration renewal
There are several benefits brought by the use of electronic signature in school enrollment. Below, we highlight the main ones.
Agility and practicality
The electronic signature allows the formalization of enrollment to occur quickly and conveniently. Since the document can be signed from anywhere, there is one less obstacle to completing the procedure, improving the experience obtained with the institution.
Eliminating all the bureaucracy that is normally inherent to these processes, re-enrollment signed remotely represents a huge advance in life for students and guardians who, when signing the contract for a digitalform payment, eliminates the need to travel to the institution and spend time in endless queues.
In addition, there is also the ease offered by a procedure that can be performed at any time, not limited to the entity's opening hours.
Sustainability
The issue of sustainability has emerged as one of the most urgent issues worldwide. In 2024, the tendency is that, more and more, this agenda will remain in the focus of the activities of the most diverse sectors of our society.
In this sense, it becomes impossible to ignore the fundamental role of educational institutions as pillars of training future citizens with regard to the use of our material resources.
By migrating administrative processes to the digital environment, there is a significant reduction in the consumption of paper, ink and electricity.
attractive differential
Despite the growing technological revolution, there is still a large number of educational institutions that insist on increasingly obsolete administrative practices. Therefore, the adoption of electronic solutions represents a differentiating factor for the entity, giving boldness and credibility to students and their guardians.
In fact, it's only a matter of time before features like electronic signatures become the standard for any and all organizations – so why not get started right now?
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How to make electronic signature by ZapSign?
Signing a re-enrollment document through ZapSign is quite simple and fast, and it will be even easier with the step-by-step instructions presented below.
Step 1: Registration on the platform
The first step to perform an electronic signature through ZapSign is to register on the platform and choose between two plans:
- the professional plan, which allows the signature of up to 20 documents per month and the inclusion of up to 6 users;
- and the complete plan, which includes unlimited subscriptions and up to 11 users, being more suitable for educational institutions with a large flow of documents.
You can also try the essential plan, which allows you to send price quotation 5 documents per month for free, before deciding which plan to hire. To make it easier, we're going to use it as the basis of this tutorial.
When accessing the ZapSign homepage, click or tap “Try it for free” to be directed to the registration screen. In it, you must enter your email and define your login password. Then tap on “Create Account”.
Step 2: Upload the document to the platform
The document must be in .PDF format. If it is in Google Drive, just go to “File / Download / PDF document”. Then click on “+” to upload the document and be forwarded to the next screen.
Then tap on “Select Document” to choose the PDF file you have on your cell phone.
Step 3: Determine the signatories
After uploading the document, you must note the names of the signers. To enter more data, such as email, phone number, function, selfie and photo of an identification document, there is the “Advanced authentication” option.
Then, tap “Continue” to position the region of the document where the signature will appear. After positioning, tap on “Save and continue” – or on “Continue without positioning”, if you don't want to use this tool.
Step 4: Send the subscription link
Next, you must collect signatures, which can be done in three ways:
The first is to tap on the blue icon to copy the document's link and send it through any message channel.
The second allows you to send the link via WhatsApp, through the specific icon for sending via the application.
The third option is the button that says “I want ZapSign to send signature links to signers”, which allows you to send the document to signers via email with a personalized message.
Step 5: Signature of the re-registration document
Finally, just tap on “Send and finalize”, and the re-enrollment document will be sent so that the person clicks on the signature button and enters their full name, email and contact phone number before tapping on “Continue” and proceed to the next screen.
The signer can then sign the document with his finger, as if it were a pen, as shown in the screen below.
It's natural for the signature to look different from the identity document, but that doesn't matter.
Then, just tap on “Finish”, and that’s it! A final screen will be displayed, and all parties will receive a confirmation email.
How the electronic signature can be used for registration renewal
Check here how you can apply it.
Tools Integration
Another advantage of using the electronic signature is the possibility of streamlining enrollment processes by automatically sending information from one application to another.
Integrating Zapsign into the hub of plug, schools can create automated workflows to streamline their administrative processes and improve information security.
For those unfamiliar, Pluga is an automation tool that helps anyone connect the web tools they use most to automate workflows – without having to write a single line of code.
For example, schools can set up an automation that automatically sends an email (or even SMS) notification to an employee whenever an enrollment document is digitally signed, such as:
You can also create a new contract to be signed every time a person in charge fills out a form with the student's data, or even when paying the enrollment fee:
These are just a few examples of how schools, colleges and courses can automate their processes with Pluga and Zapsign. There are many other ways to combine these tools to simplify administrative tasks and improve information security and accuracy.
Now that you understand the importance of the electronic signature for your registration renewal processes in 2024, how about getting to know the ZapSign platform?
Click here to contact us and find out which plan is most suitable for your educational institution!
