Digital Consent Forms: templates, signing, SMS verification and archive

Digital Consent Forms lets you sign consent forms, waivers, privacy notices and package contracts without paper. The signed document is archived as a PDF, linked to the customer record and can be verified through the QR code printed on it.

Enabling the module

1. In the left menu open My Business → Pi Store.

2. Click the Digital Consent Forms card.

3. Choose “Enable module”. After the page reloads you will see “Consent Forms” in the menu and a new tab on the customer detail page.

Three verification methods

You choose the verification method per template. The evidence core (locked document text, tamper-evident record chain, PDF digest) is identical in all three; the method only changes how strongly the signer's identity is established.

• Digital signature: the customer signs on screen. Identity rests on the signing having happened on your device, witnessed by your staff.

• SMS (OTP) approval: the customer reads the text, ticks the boxes and enters the code sent to their registered phone. This gives the strongest identity link, and since no drawn signature is captured you do not process biometric data.

• SMS + signature: both. Recommended for high-risk procedures.

Creating a template

1. 1

   Start from the ready-made library

   The template library lists texts suited to your sector: privacy notices, explicit consent, photo usage permission, package sales contracts and sector-specific consents such as laser hair removal, permanent make-up or health declarations.

2. 2

   Review and approve the text

   Library texts are examples and arrive marked as not reviewed. Until you approve one you cannot create documents from it — a deliberate step that makes you check the wording against your own practice.

3. 3

   Write or edit your own text

   You can insert variables: customer name, phone, national ID, business title, date. Variables are filled in once when the document is created and then frozen into the signed text, so later template edits never change documents already signed.

4. 4

   Set the checkboxes and validity period

   Each checkbox can be required or optional; extra permissions such as “I allow my photos to be shared” should be optional. For documents like health declarations, define a validity period (for example 365 days).

Getting the form signed

In person: hand over the tablet

1. Open the customer record and go to the Consent Forms tab.

2. Choose “New form” and pick a template.

3. Let the customer read the text, tick the boxes and sign on screen.

4. If the template requires SMS verification, send the code — it goes to the customer's registered number — and have them type it in.

5. Press “Sign”: the document is completed and its PDF is generated immediately.

Remotely: send a signing link

On a pending form choose “Send link”: the customer receives a short SMS link, reads the text and signs from their own phone. The link is single-use and expires once signed.

Making a form required

If a form should be prompted every time, edit the template and open the “Requirement” tab. The rule can be set on three independent places and is off by default — nothing warns anywhere until you turn it on.

First choose how strict it is

• Off: no rule. The form is only signed when you ask for it.

• Warn: when missing, a warning and a “Sign” button appear; staff may skip it. Completing the sales card is not blocked.

• Required: when missing, the sales card cannot be set to “Completed”. Staff must get the form signed first.

Then choose where it is asked for

• On the customer record: for texts signed once per person, such as a privacy notice. A bar appears on the customer detail page when it is missing.

• Services: a bar appears when one of the selected services is on the sales card — for services needing consent beforehand, such as laser hair removal. Choosing “All” automatically covers services you add later.

• Package templates: when one of the selected packages is sold, the package list shows “Awaiting contract”. A signing step also opens right after the sale; that step can be skipped — it never blocks you if you already hold a wet-ink contract or are entering past sales in bulk.

The signed document and verification

• The signed PDF contains the document text, the ticked consents, the signature image and an “Electronic record” box.

• That box shows the document number, verification method, signing time, IP address, device information and — where SMS was used — the masked number and verification time.

• The QR code opens a public verification page. It shows no customer data and no document text; it only confirms that the document was really signed and that its record is intact.

• You can download the PDF at any time from the customer's Consent Forms tab.

Legal framing

A signature drawn on screen may count as biometric data under Turkish data protection law, so signature-based methods require you to inform the customer and obtain explicit consent. Templates that use SMS approval only do not capture a drawn signature and carry no such burden.

Permissions

Roles control what staff can do: viewing forms, managing templates, sending signing links, signing, and cancelling a pending form are granted separately. The business owner has all of them.