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Email Approval vs In-Person Signing

Platform: Both (Web Application and Mobile App) 
User Type: Standard and above 
Difficulty: Beginner 
Estimated Time: 10 minutes 
Last Updated: September 2025

Quick Summary

Learn the technical differences between Dayworkbook's two sheet approval methods - email approval and in-person signing - to choose the optimal approach for each situation. Understand platform-specific features, limitations, and best practices for each approval method.

What You'll Learn

  • Compare email approval and in-person signing features within Dayworkbook platform
  • Understand technical requirements and limitations for each approval method
  • Configure and execute both approval methods using platform interface
  • Troubleshoot common issues with each approval approach
  • Choose appropriate approval method based on platform capabilities and client needs

Before You Start

Prerequisites:

  • Client Representatives configured in Directory with valid contact information
  • Understanding of daywork sheet creation process
  • Mobile device access for in-person approval functionality

You'll Need:

  • Email addresses for Client Representatives (for email approval)
  • Mobile device with camera and internet access (for in-person signing)
  • Understanding of client preferences and technical capabilities

Understanding Platform Approval Methods

Email Approval System

Dayworkbook's email approval system provides secure remote approval capabilities:

How Email Approval Works:
  1. Automatic Email Generation: Platform creates professional email with secure approval link
  2. Secure Client Interface: Client Representatives access review interface without needing Dayworkbook account
  3. Document Review: Complete daywork sheet displayed with photos and resource details
  4. Digital Approval Process: Simple approve/reject interface with optional comments
  5. Automatic Status Update: Platform immediately updates approval status upon client action
Email Approval Features:
  • No Client Account Required: Client Reps approve through secure links without platform registration
  • Complete Documentation Access: Full daywork sheet with photos available for review
  • Audit Trail: Automatic timestamp and approval record creation
  • Mobile Responsive: Client approval interface works on all devices
  • Secure Access: Time-limited secure links prevent unauthorised access

In-Person Signing System

Dayworkbook's in-person signing uses direct digital signature capture:

How In-Person Signing Works:
  1. Local Signature Interface: Mobile device presents signature capture screen
  2. Direct Client Interaction: Client Representative signs directly on your device
  3. Immediate Approval: Instant approval status update with signature capture
  4. Local Processing: No internet required during signature capture (sync occurs afterward)
  5. Signature Storage: Digital signature integrated into daywork sheet record
In-Person Signing Features:
  • Immediate Results: Instant approval without waiting for email response
  • Offline Capability: Signature capture works without internet connection
  • Direct Control: You manage the approval process timing
  • Personal Interaction: Face-to-face approval allows immediate clarification
  • Signature Integration: Digital signature becomes part of permanent record

🎯 Key Point: Both methods create identical audit trails and integrate equally with billing reports

Step-by-Step Instructions

Step 1: Configure Client Representatives for Both Methods

Set up Client Reps in Directory to support both approval approaches:

1. Navigate to Directory > Clients

   

2. Select client and access Client Reps section

3. For each representative, ensure:

  • Name: Accurate for signature records
  • Email: Valid and accessible (essential for email approval)
  • Phone: Optional but helpful for coordination

                                           

⚠️ Watch Out: Email approval requires valid email addresses; in-person signing can work with name only

Step 2: Execute Email Approval Process

Use Dayworkbook's email approval system:

Initiating Email Approval:

1. In daywork sheet approval section, choose appropriate Client Representative from dropdown

2. Select "Email"

3. Add optional message for context (appears in approval email)

4.Click "Send" to dispatch approval email

     
What Client Receives:
  • Professional email with company branding
  • Secure link to approval interface
  • Complete daywork sheet with photos and descriptions
  • Simple approve/reject buttons with optional comment field (mandatory if rejecting)
Platform Tracking:
  • Sheet status immediately changes to "Sent"
  • Email delivery confirmation in platform
  • Automatic status update when client responds
  • Complete approval record with timestamp

Step 3: Execute In-Person Signing Process

Use Dayworkbook's direct signature capture:

Initiating In-Person Signing:
  1. In daywork sheet approval section, Choose Client Representative who will sign
  2. Select "In-Person"
  3. Present mobile device to client
  4. Guide client through signature interface

   

Signature Capture Process:
  1. Review Screen: Client sees complete daywork sheet on device
  2. Signature Interface: Platform presents signature capture area
  3. Digital Signing: Client signs directly on device screen
  4. Confirmation: Platform confirms signature capture and approval
  5. Immediate Completion: Sheet status instantly updates to "Approved"

📱 Mobile Note: Signature capture optimised for mobile device touch interfaces

Step 4: Monitor Approval Status for Both Methods

Track approval progress using platform status indicators:

Email Approval Monitoring:
  • "Sent" Status: Email dispatched, awaiting client response
  • Email Delivery Tracking: Confirmation of email receipt
  • Response Notifications: Automatic alerts when client responds
  • Approval Details: Complete record of client response and timing
In-Person Approval Tracking:
  • Immediate Status: Instant update to "Approved" upon signature
  • Signature Record: Digital signature stored with approval
  • Sync Confirmation: Automatic sync when device reconnects to internet
  • Approval Timestamp: Exact time of signature capture recorded

Choosing the Right Method

Use Email Approval When:

Technical Factors:
  • Client Representative has reliable email access
  • Remote approval fits project workflow
  • Client prefers digital record-keeping
  • Multiple representatives need to review before approval
Platform Advantages:
  • Client can review at their convenience
  • Complete documentation package delivered automatically
  • No scheduling required for approval meeting
  • Works across all client device types

Use In-Person Signing When:

Technical Factors:
  • Immediate approval required for project continuity
  • Client Representatives prefer face-to-face interaction
  • Email access is unreliable or not preferred
  • Complex work requiring explanation during approval
Platform Advantages:
  • Instant approval without waiting period
  • Works without client email dependency
  • Immediate clarification if questions arise
  • No risk of email delivery issues

🎯 Key Point: Both methods create identical platform records and billing integration

Understanding Platform Results

After implementing both approval methods effectively, you should have:

  • Flexible approval options matching client technical preferences and project requirements
  • Consistent approval records regardless of method used
  • Optimal workflow efficiency through appropriate method selection
  • Complete audit trails automatically maintained by platform for both approaches
  • Seamless billing integration with all approved sheets available for billing reports

Your approval process now leverages both platform approval methods for maximum flexibility.

Troubleshooting Platform-Specific Issues

Email Approval Problems:

Problem: Email approval links not working for clients 
Cause: Email client security settings or link expiration 
Solution: Ask client to copy link to browser instead of clicking. Verify link hasn't expired. Resend approval if needed.

Problem: Client cannot access approval interface 
Cause: Browser compatibility or security restrictions
Solution: Recommend modern browser (Chrome, Firefox, Safari, Edge). Ask client to disable ad blockers temporarily. Try different device if available.

Problem: Email approvals going to client spam folders 
Cause: Email filtering systems blocking platform emails 
Solution: Ask client to whitelist dayworkbook.com domain. Provide alternative Client Rep email if primary is filtered.

In-Person Signing Problems:

Problem: Signature capture not working on mobile device 
Cause: Device compatibility or touch screen issues 
Solution: Ensure device screen is clean and responsive. Try different orientation. Update mobile app to latest version.

Problem: Signature appears but approval doesn't register 
Cause: Sync issues or internet connectivity problems 
Solution: Check internet connection for sync. Complete signature process again if needed. Contact support if signature repeatedly fails to register.

Problem: Client uncomfortable with digital signature process 
Cause: Unfamiliarity with touch screen signing
Solution: Demonstrate signature process first. Allow client to practice signature capture. Ensure comfortable device positioning and clear instructions.

What's Next?

With both approval methods configured and understood, your next steps are:

  1. Method optimisation - Track success rates of each method to optimize client-specific approaches
  2. Client preference documentation - Record preferred methods in client notes for consistent application
  3. Team training - Ensure all team members understand when and how to use each method effectively
  4. Platform integration - Leverage approved sheets in billing reports regardless of approval method used

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