Client Set Up Form

Get a Client Set Up Form 0 template with airSlate SignNow and complete it in a few simple clicks.

What the Client Set Up Form does

The Client Set Up Form gathers the information, approvals, and signatures needed to establish a client relationship in a consistent record. With signNow, a sender uploads the form, reviews automatically detected fillable fields, assigns client and internal signers, and sends it by email or signing link. Recipients complete the assigned fields and sign electronically; signNow then produces the completed document and audit trail. ESIGN and UETA generally support this electronic workflow when intent, consent, attribution, and record reproducibility are established.

Client services

Client service teams use the form to collect contact details, engagement information, approvals, and signatures before work begins.

Industry teams

Healthcare, legal, financial, real estate, and construction teams use it for structured onboarding and consent workflows.

How the Client Set Up Form works

The workflow turns the Client Set Up Form into an assigned, trackable signing package with a reproducible final record.

Upload form: Upload the Client Set Up Form into signNow.
Prepare fields: Review detected fields and add missing fields.
Route form: Assign client and internal signers.
Finish record: Complete, audit, and store the record.

How to complete the Client Set Up Form

Follow the signNow workflow from upload through field review, signer routing, electronic signing, and audit-trail storage.

Upload form:
Upload the blank Client Set Up Form.
Check fields:
Review auto-detected fields and labels.
Assign signers:
Assign fields to each client signer.
Send form:
Send the form by email or link.
Archive record:
Store the signed copy with its audit trail.

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Setting	Recommendation
Authentication method	Email link with SMS OTP
Signature type	Typed or drawn eSignature
Audit trail	Retain certificate with completed form
Document retention	Six years for HIPAA records
Encryption and provisioning	AES-256, TLS, and admin roles

Authenticate signer:

Records the authentication event.

Timestamp action:

Captures signing date and time.

Hash document:

Preserves the document hash.

Seal record:

Seals the completed record against alteration.

Track events:

Logs signer and recipient actions.

Export evidence:

Allows audit-trail retrieval and export.

Security for client records

Encryption at rest:

AES-256 at rest

Transport encryption:

TLS 1.2/1.3 in transit

Security certification:

SOC 2 Type II certified

Information security:

ISO 27001 certified

Health information:

HIPAA compliant with BAA

Electronic signatures:

ESIGN and UETA compliant

Integrations for client setup workflows

Connect the Client Set Up Form with CRM, ERP, cloud storage, and collaboration systems to route client data and completed records into existing workflows.

Record-keeping practices for client forms

Preserve the completed Client Set Up Form, its audit evidence, and the rule that determines how long the record remains available.

Assign the applicable retention rule

Define the Client Set Up Form record class before sending it. For federal tax records, apply the period under IRC §6501(a); for PHI, apply six years under 45 CFR §164.530(j). State requirements may be longer.

Export the audit trail with records

Export the completed Client Set Up Form with its signNow audit trail and certificate of completion. Preserve both files together so the organization can reproduce the signed record and explain signer identity, intent, and event timing.

Restrict access to sensitive fields

Limit access to client information through signNow roles, recipient assignment, and authentication. Do not place tax identifiers or health information in unrestricted links, filenames, or email subject lines.

Archive completed forms securely

Store the final Client Set Up Form in an approved repository with controlled permissions, backup procedures, and a documented disposition process. Align deletion with the governing policy rather than deleting records immediately after signature.

Privacy and disclosure pitfalls

Client Set Up Form fields may expose addresses, tax identifiers, or health details when recipients receive copies by unsecured email.
A consumer-facing Client Set Up Form may lack evidence that the signer received the ESIGN electronic-record disclosure and consented to electronic delivery.
Shared links can permit unintended access if the sender does not use signer authentication, recipient restrictions, or controlled routing.
A completed form without its certificate of completion or audit trail may provide weaker evidence of signer identity, intent, and timing.

Plan selection:

Choose Business at $8/user/month annually or Business Premium at $15/user/month annually.

Seven-day trial:

The signNow free trial lasts 7 days and requires no credit card.

Form preparation:

Upload the Client Set Up Form and review detected fields before the first send.

First send:

Assign each client field and signature field to the correct signer.

Team onboarding:

Paid signNow plans include unlimited users at no extra cost.

Audit export:

Export the completed form and audit trail according to organizational policy.

Tax record policy:

If the form supports federal tax records, IRC §6501(a) generally provides three years.

HIPAA records:

If the form contains PHI, 45 CFR §164.530(j) requires six-year retention.

Client Set Up Form troubleshooting

Resolve field, authentication, plan, consent, and evidentiary questions before sending the Client Set Up Form.

If the Client Set Up Form contains sensitive client information, use signNow’s access controls and signer authentication. Business supports secure eSignatures and audit trails; Enterprise adds advanced signer authentication. For health information, confirm a HIPAA-compliant configuration and required business associate agreement before sending.

The Business plan includes 100 signature invites per user annually when billed annually, with overage fees after the allowance. Business Premium also includes bulk send. Review your plan’s invite usage before distributing the Client Set Up Form to many clients.

For consumer-facing Client Set Up Forms, provide the ESIGN Act electronic-record disclosure, explain the right to receive paper records, and show that the signer can access the electronic format. Keep evidence of consent and the completed record for later reproduction.

A missing signature field can prevent completion even when the form looks finished. Upload the Client Set Up Form, review signNow’s detected fields, assign each field to the correct signer, and test the routing before sending.

A completed Client Set Up Form should remain associated with its certificate of completion and audit trail. signNow records signing actions, timestamps, and related event data; export the audit trail with the final document when your retention policy requires independent storage.

ESIGN and UETA generally recognize electronic signatures when intent, consent, attribution, and record retention are established. They do not cover wills, certain court orders, or other excluded records. Check applicable state law before using this form for an excluded transaction.

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