> ## Documentation Index
> Fetch the complete documentation index at: https://app.simcare.ai/docs/llms.txt
> Use this file to discover all available pages before exploring further.

# Multi-person forms & signers

> How to complete pre-application steps that require signatures from your supervisor, faculty, or other people.

Some clearance steps aren't finished when you submit — they need one or more other people (your supervisor, faculty, a school principal, a preceptor) to complete their portion before the step is done. These are **multi-person forms**. This page explains how to choose your signers, track their progress, and fix mistakes.

You'll see this flow inside **Clearance Tasks** whenever a step is labeled with more than one required role, and you'll see the same waiting screen and controls again if you [update an approved application](/docs/fieldx/students/step-1-getting-started-and-clearance-tasks#updating-an-approved-application).

## Choosing your signers

When you open a multi-person step, the form shows a **Signers** section above (or in place of) the form fields. For each required role, one of the following appears:

| Signer type                                              | What you do                                                                                                                                                                             |
| -------------------------------------------------------- | --------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------- |
| **Supervisor**                                           | Search your placement site's approved supervisors and select one. If none exist yet, use the **Add a supervisor to your site** link to invite them from My Sites first, then come back. |
| **Faculty / Teacher**                                    | Pick from the faculty assigned to your track. You cannot enter faculty manually — if your list is empty, contact your coordinator.                                                      |
| **Program coordinator / Admin**                          | Pick from the program admins in your track. Manual entry is not available.                                                                                                              |
| **Custom signer** (for example *Principal*, *Preceptor*) | Enter the person's full name and email. They don't need a SimCare account — they'll get a link by email.                                                                                |

Some steps have **fixed custom signers** pre-set by your coordinator (for example a specific district contact). In that case you'll see the name and email displayed as read-only — you don't need to enter anything.

<Note>If a supervisor role has candidates you don't recognize, click **Enter manually** to type in a name and email instead. Faculty and admin roles are locked to the list your program provides.</Note>

## Submitting the form

After you fill in your section and pick your signers, click **Submit & Notify Signers**. SimCare emails each signer a link to the section they own. You'll then land on the **Waiting for signer(s)** screen, which lists each site, each signer, whether they've completed their portion, and when their invitation was sent.

<Note>You can move on to other clearance steps while you wait, but you can't submit your final application until every required signer has completed their part.</Note>

The waiting page refreshes automatically as signers finish, so you don't need to reload it manually.

## Multi-site (staggered) forms

If your placement includes more than one site and the step requires a signer per site, you'll see a **stepper** at the top showing one entry per site (for example *Site 1 of 3*). Fill the form out for the current site, submit it, and the stepper advances to the next site.

<Tip>You'll sign the same form once per site. Your answers for one site don't carry into the next — each site can have different responses and different signers.</Tip>

## Fixing signers after you submit

From the **Waiting for signer(s)** screen, each pending signer row has three actions:

* **Resend email** — sends a fresh invitation link to the signer. Use this if they say they never received it or the link expired.
* **Change signer** — replace the pending signer with a different person. For supervisor slots you can pick a different supervisor from your site or enter a new name/email; for custom slots you enter a new name/email. The old invitation is invalidated and a new one is sent.
* **Clear signer** — remove the signer from this form. If they're the only signer on that form instance, the whole instance is reset; you'll be warned before this happens.

Signers who have already completed their portion can't be changed or cleared — their submission stays locked in.

## Removing an instance you don't need

On staggered multi-site forms, if a signer at one of your sites doesn't actually need to complete this form (for example one placement doesn't require this signature), open that site's step and click **This signer doesn't need to complete this form — remove it**. The instance is removed and the stepper collapses to the remaining sites.

This action is only available on instances where no signer has finished yet.

## Starting over

If you need to change something structural — a different set of signers, a different site — use **Start Over** (on required steps) or **Clear & Continue** (on optional steps) at the top of the form:

* **Start Over** wipes your answers and every signer invitation for this step, so you can pick signers again from scratch. Signers who already completed their part will need to redo it.
* **Clear & Continue** discards this optional step entirely and moves you on.

<Warning>Both actions notify any completed signers that their previous submission no longer counts. Only use them when you actually need to restart — for a small typo, use **Change signer** or **Update Application** instead.</Warning>

## External signing pages

Some form templates open in a full-page signing experience instead of inline in the clearance flow. When you see one of those:

<Steps>
  <Step title="Open the form">
    Click **Open Form**. The form opens in a new page.
  </Step>

  <Step title="Complete your section and submit">
    Fill in the form and submit it there.
  </Step>

  <Step title="Return and refresh">
    Come back to the clearance step and click **Refresh Status**. The status chip flips from *Waiting for Submission* to *Form Completed* once your submission is picked up.
  </Step>
</Steps>

## Reviewing and editing your submission

Once you've submitted, use **View Submission** (or **Review / Edit** after everyone finishes) on the waiting screen to see exactly what you sent for each site. Editing here creates a corrected copy — your coordinator will need to re-approve the change, the same as with [Update Application](/docs/fieldx/students/step-1-getting-started-and-clearance-tasks#updating-an-approved-application).

## Common issues

**My supervisor never got the email.**
Ask them to check spam, then use **Resend email** on the signer's row. If they still don't see it, use **Change signer** to re-enter their email in case there's a typo.

**I picked the wrong faculty member.**
Use **Change signer** on that row and pick the correct person from the list. The wrong signer's invitation link stops working.

**A signer completed their part but I need to change my answers.**
Use **Update Application** from the Clearance Tasks page, not **Start Over**. Update Application carries completed signatures forward so nobody has to redo their work unless you actually change their section.

**The stepper shows a site that shouldn't need this form.**
Open that site's step and click **This signer doesn't need to complete this form — remove it**. If the button isn't there, a signer has already completed the form for that site — use **Change signer** or **Clear signer** instead.