Frequently Asked Questions About OnTask
Looking for answers? We’ve responded to your frequently asked questions. Learn about OnTask’s capabilities, pricing information and more.
Does OnTask have eSignatures built into the platform?
Yes. OnTask features a legally binding signature feature similar to that of DocuSign.
How is OnTask different from eSignature software like DocuSign?
Digital Signatures are only one of OnTask’s features. With OnTask, you can create and manage an entire workflow and put collected signatures to work. But, what sets us apart is that we don’t charge per user and we don’t operate in complicated envelopes.
Can OnTask be used to fill and sign documents that already exist?
Yes. You can either scan a document onto your computer or upload an existing PDF or Word document to OnTask. Once uploaded, OnTask will automatically scan the document for fields.
How do participants access workflows or documents that need to be signed?
Your workflows and signable documents can be accessed through a shareable link, QR code, or through emails and SMS texts generated in OnTask as part of your workflow. Links and QR codes can be embedded on your site, shared via email or text, or delivered in anyway that’s easiest for you.
Is there a way to remind participants to sign or approve?
Yes. You can set reminders and escalations in OnTask so that your workflow doesn’t get stuck with a single user. See our help article on reminders and escalations to learn how.
Can I apply custom branding to collateral created in OnTask?
Yes. You can easily add your company’s branding to all documents, forms, and emails created within OnTask. Read our help article on custom branding to learn how.
Is there a way to track a workflow’s progress in OnTask?
Workflow progress is available in your OnTask dashboard. Simply click into your workflow to see its progress. See how you can track workflow progress with our help center article.
Can I text or email users a link to start the workflow?
Yes. OnTask allows you to generate a link for your workflow that can be sent by email, text, or any other means your business uses.
Does OnTask have APIs I can use to integrate?
Pricing and Plans
How can I see a demo?
Contact us today to set up a personalized demo tailored to your business’ needs.
Do I have to provide payment up front?
No. You can start with a 14-day free trial and upgrade at any time to a paid plan with more advanced features.
How does my 14-day trial work?
Our 14-day trials are free, and require no credit card to get started. During your trial, you can build unlimited workflows and access all of OnTask’s features, including eSignatures. We’ll save all of the workflow templates you make for you to access at any time. And if you decide to upgrade, you’ll be able access these even after your free trial.
How long does it take to implement OnTask and get started?
We can typically have you up and running in a day.
How does your pricing work? (by document or by user?)
Each of our plans include unlimited users. Pricing is based on the number of transactions you’ll use each month, add-on features, and number of desired professional service hours you want included in your plan.
Is there a limit to how many users I can have?
All pricing plans come with unlimited users, so that you can add as many team members to OnTask as you need.
What is a transaction?
Each time a workflow is started, it is considered one transaction. For example, take an onboarding workflow that includes multiple forms and documents, approval steps, emails and notifications. When an instance of this workflow is started, this is considered a single transaction. Transactions are associated with a single organization, and cannot be split between multiple organizations.
What is an organization?
Organizations are entities associated with a company that contain both groups and members. All pricing plans are associated with a single organization and may contain unlimited users and groups. It is not possible to share transactions across multiple organizations. If you need multiple organizations, contact us so we can talk through your needs.
Will my plan be renewed automatically?
Yes. Your subscription will automatically be renewed until you let us know you would like to change your plan or cancel your account.
Can I switch plans if I need more transactions or support?
Yes. All monthly plans can be easily upgraded. Contact us to chat about upgrading a yearly plan.
Can I cancel my plan at any time?
Yes. Our monthly plans can be canceled at any time and you will not be charged for the following month. Annual plans may be cancelled and will not renew.
Do participants filling out a form or signing need to have an OnTask account?
No. Participants can fill out forms and provide eSignatures without an OnTask account.
Does everyone involved in my business process need an OnTask account?
No. It is not necessary for all participants to have an account. Notifications will be sent via email and participants can review, assign, or delegate without having an OnTask account. OnTask provides seamless processes for internal or external use.
Are their limits to the number of workflows that can be built?
No. Regardless of plan, OnTask users can create as many workflows as necessary to achieve their unique business goals.
Can OnTask help me with client or patient check-ins?
Yes. OnTask can be used to streamline your patient or client check in process. Often, companies will have participants use a tablet or scan a QR code for them to complete on their phones.
What software does OnTask integrate with?
OnTask easily integrates with thousands of apps and softwares via Zapier connections.
Is there support available in case I need help?
Yes. We offer a variety of support channels to all of our users, including a help center, how-to videos, and weekly office hours. You can also email or chat with our support team during normal business hours (8AM – 5PM ET, Monday – Friday). Users on the premium plan or above can also get scheduled technical phone support.
What is included with professional services?
Professional services can be used however you see fit, and can be used for general onboarding, training, consulting, creating custom workflow templates, configuring integrations, and/or advanced document processing. We’re happy to help you build workflows or provide guidance, whatever works best for you. Service hours can be purchased for $200 per hour or in custom packages, contact us for options.
How can I learn the workflow automation lingo used in OnTask?
Security & Compliance
Is OnTask secure?
Yes. OnTask is hosted on Amazon Web Services. We have encryption in transit as well as download tokens which expire after two weeks to ensure secure routing and data gathering. OnTask is also HIPAA, FERPA and SOC 2 compliant.
Will OnTask help me stay in compliance?
Yes. OnTask is a HIPAA, FERPA and SOC 2 compliant platform. Covered entities that wish to use OnTask to store information under HIPAA compliance must have at least one OnTask Organization on the Premium Plan and execute a Business Associate Agreement (BAA) with OnTask. BAA’s are available upon request.
Are signatures obtained in OnTask compliant/legal?
Yes. All signatures obtained through OnTask are legally binding and HIPAA compliant. Each signature received through OnTask comes with an audit trail that allows you to view timestamps and IP addresses associated with all actions on your document.
What is the difference between a webhook and an API?
Developers use APIs to make requests of the application they are calling. They receive a response to that API request and have logic to process the response.
Webhooks are similar, but they basically skip the request part. So, a webhook allows a developer to say “here’s a URL, send a message to it when ____ happens”.
An example of this we can use for OnTask API would be getting a signed document. With an API, the calling application requests the status of the document from OnTask. OnTask responds telling the application “this document hasn’t been signed yet”, and then the application waits and asks again “what about now”.
Once the OnTask response indicates that the document has been signed, another API is called to download the document. With a webhook, that same application goes “hey, send the document here once it has been signed” so when the document is signed, OnTask’s webhook automatically sends them the document.
What warrants an API integration versus a webhook integration?
APIs are more granular and allow the calling application to poll OnTask and make decisions based on what is returned. One example use of an API that isn’t in a webhook would be to check the status of a document or workflow.
What integration allows my company to send documents to my HRIS in addition to data collected by an OnTask workflow?
Either an API or a webhook.
Does OnTask receive data/documents from an API integration as well as send them?
How many transactions are included in each API package? What if my transaction volume is higher than what’s included in the packages?
All API packages include 12,000 transactions. We negotiate a per-transaction price at higher volumes.
With the API packages, do I get the same features and support as the Enterprise plan?
Yes, you do get the same level of support, as well as 10 hours of services that can be used to help you get up and running quickly with a workflow that can be called via the APIs.
If you didn’t see your question on this list or need more information about OnTask API, please reach out to us here. Someone from our support team will be happy to answer any of your questions or give you a quick demo if your question is a little more complex.