SIGNATURE FORMS AI

AI-Powered Consent Management & Digital Signature Platform

BACKGROUND:

SignatureForms.ai (branded internally as ConsentAI) is a B2B SaaS platform designed for organizations that regularly collect signed consent from clients, patients, or customers. The platform serves multi-tenant clients including healthcare providers, legal firms, wellness businesses, and professional service agencies who need a modern, compliant, and engaging way to obtain documented consent at scale.

The company operates on a role-based multi-tenant architecture, supporting super-administrators, client organizations, and their individual users, each with
scoped access to their own consent data, contacts, and generated media.

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BUSINESS CHALLENGE:

Before ConsentAI, businesses relying on consent collection faced a deeply fragmented
and inefficient process. Traditional consent workflows depended on static PDF forms
emailed to recipients documents that were often ignored, misunderstood, or signed
without being genuinely read. This created legal risk, compliance gaps, and poor
recipient engagement.

Key pain points included:

  1. LOW COMPREHENSION RATES Recipients received dense, text-heavy PDF consent
    documents with no guidance, leading to uninformed signatures and potential
    legal liability.
  2. MANUAL, ERROR-PRONE WORKFLOWS Staff had to manually prepare PDFs, email
    individual recipients, follow up on unsigned forms, and track completion status
    across spreadsheets or disconnected tools.
  3. NO ENGAGEMENT VERIFICATION There was no way to confirm that a recipient
    actually watched, understood, or engaged with the consent content before signing.
  4. SCALING DIFFICULTIES Sending consent to dozens or hundreds of contacts
    simultaneously required significant manual effort with no batch automation
    or status visibility.
  5. FRAGMENTED TOOLS Document creation, video communication, e-signature
    collection, and CRM contact management all required separate platforms with
    no unified pipeline.

Goals

The project was built to achieve the following measurable and strategic objectives:

End-to-End Automation

AUTOMATE the end-to-end consent workflow from PDF upload to signed document receipt, eliminating manual steps entirely.

AI-Powered Engagement

INCREASE RECIPIENT ENGAGEMENT by replacing static PDFs with AI-generated avatar explainer videos that narrate the consent content in a human, accessible way.

Verified Understanding

ENSURE COMPREHENSION via embedded quizzes that verify recipient understanding before allowing them to sign.

Bulk Consent Delivery

SCALE CONSENT DELIVERY by enabling bulk sending to contact lists via email and SMS simultaneously.

Legal Traceability

PROVIDE LEGAL TRACEABILITY through timestamped, trackable digital signatures with signed PDF capture and full audit trail.

Multi-Tenant Architecture

SUPPORT MULTI-TENANT GROWTH by architecting a platform where multiple client organizations can manage their own consent workflows independently.

THE SOLUTION:

We designed and built ConsentAI as a full-stack Laravel 10 API platform with an integrated AI/video pipeline, multi-tenant architecture, and a seamless public-facing signing experience. Here is what we delivered:

1. A I-POWERED SCRIPT GENERATION

When a user uploads a PDF consent document, the platform automatically extracts the full text using smalot/pdfparser (with Ghostscript/pdftotext fallback) and sends it to OpenAI with a carefully crafted, admin-editable system prompt. OpenAI returns a structured narration script broken into key sections optimized for video delivery. Admins can refine scripts using a dedicated refinement prompt, and Google Gemini optionally generates section-level visual image suggestions.

2. AVATAR VIDEO GENERATION

The generated script is used to create a professional talking-head avatar video using one of two integrated video AI providers:

  • HeyGen (primary): Cloud-based avatar video generation via HeyGen v2 API, with automatic caption fetching (VTT subtitles) and status polling.

  • Runpod (secondary): GPU-powered self-hosted video generation using SadTalker and MuseTalk models for organizations requiring on-premise control. Generated videos are automatically transcoded to HLS format using FFmpeg for optimized streaming delivery across all devices.

3. CONSENT FORM ORCHESTRATION

Each consent form links a PDF, an avatar, and a video into a single shareable consent package. Staff can create consent forms individually, in bulk, or via a one-shot “full create and send” API that handles the entire pipeline in a single request. Contact lists (from the built-in CRM) can be targeted for batch sending.

4. UNIQUE RECIPIENT SIGNING LINKS

Every recipient receives a unique, UUID-based sign_link a stateless, expirable URL with no login required. The link opens a fully branded signing experience (hosted on the Vue 3 frontend at app.signatureforms.ai) where the recipient can:

  • Watch the AI avatar video explaining the consent

  • Read the associated PDF text

  • Complete a comprehension quiz

  • Digitally sign the consent form

  • Download or receive a signed PDF receipt via email

5. MULTI-CHANNEL DELIVERY

Consent invitations are delivered via:

  • Email (Brevo / Sendinblue) with open/click tracking

  • SMS (Twilio) for mobile-first recipients

  • In-person QR code sessions with optional expiry windows

  • Resend and status-check capabilities for follow-up automation

6. QUIZ & COMPREHENSION VERIFICATION

An integrated quiz module allows admins to attach questions and answer options to any consent form. Recipients must complete the quiz before signing, creating a verified comprehension record. Quiz submissions are stored and reportable per signature.

7. SIGNED PDF CAPTURE & AUDIT TRAIL

After signing, the frontend submits a signed PDF blob which is captured and stored by the platform. Staff can download signed PDFs, view signature timestamps, and monitor the full lifecycle: sent viewed quiz completed signed  receipt sent.

8. DASHBOARD & ANALYTICS

A role-aware dashboard aggregates:

  • Total consent forms sent and signed

  • Weekly activity trends

  • Video generation and performance stats

  • Signature status breakdowns (pending, signed, expired, archived)

  • Per-client and per-user views for super-admin oversight

9. MULTI-TENANT ROLE ARCHITECTURE

The platform supports three access tiers using Spatie Permission:

  • super_admin: Full platform access manage all clients, users, system

    prompts, HeyGen configuration, and global analytics.

  • client: Manage their own organization’s users and consent data.

  • user: Create and send their own consent forms within their client scope.

10. AUTOMATED BACKGROUND PROCESSING

A Laravel scheduler runs continuously to:

  • Poll HeyGen and Runpod for video generation status every minute

  • Expire time-limited consent forms hourly

  • Sync avatar libraries from HeyGen

  • Regenerate missing HLS streams

  • Send post-video email and SMS batches automatically

11. ADMIN-CONTROLLED AI PROMPTS

System prompts used to instruct OpenAI (for script generation and refinement) are stored in the database and editable by super-admins through the UI meaning the AI behavior can be tuned without any code deployment.

12. ONBOARDING PIPELINE

A multi-step public onboarding flow allows new client organizations to submit company information, upload their video assets, and upload documents all without requiring a pre-existing account.

THE RESULT:

Based on the platform's architecture and feature set, the following outcomes and efficiency improvements are directly attributable to the ConsentAI solution:

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AUTOMATION SAVINGS:

  • 100% of the script-writing process automated via OpenAI eliminating manual copywriting for consent video narrations.

  • End-to-end pipeline from PDF upload to recipient link generation reduced from hours of manual effort to minutes of automated processing.

  • Batch sending to entire contact lists replaces one-by-one email composition, enabling consent campaigns to hundreds of recipients in a single action.

ENGAGEMENT IMPROVEMENT:

  • AI avatar video format replaces static PDFs, delivering a significantly more engaging consent experience  increasing likelihood that recipients actually review the content before signing.

  • Comprehension quizzes create a verifiable engagement record, reducing legal risk associated with uninformed signatures.

SCALABILITY:

  • Multi-tenant architecture enables the platform to onboard and serve unlimited client organizations, each fully isolated in their own data scope.

  • Dual video provider support (HeyGen + Runpod) ensures business continuity and allows cost optimization based on volume.

COMPLIANCE & TRACEABILITY:

  • Every signature action is timestamped and tied to a unique recipient link, creating a defensible digital audit trail.

  • Signed PDFs are captured, stored, and retrievable meeting documentation requirements for regulated industries such as healthcare and legal services.

OPERATIONAL EFFICIENCY:

  • Automated scheduler eliminates need for manual follow-up on video generation, form expiry, and status syncing.

  • Admin-editable OpenAI system prompts allow non-technical staff to continuously improve AI output quality without developer intervention.

TECHNOLOGIES USED:

  • Backend

    Laravel 10 (PHP)

  • Authorization

    Spatie Laravel Permission (RBAC)

  • AI Script Engine

    OpenAI API + Google Gemeni

  • Video Generation

    HeyGen v2 API, Runpod (SadTalker, MuseTalk)

  • Video Processing

    FFmpeg / HLS Transcoding

  • Subtitles

    Subtitles

  • PDF Parsing

    PDF Parsing

  • Email Delivery

    Brevo (Sendinblue)

  • SMS Delivery

    Twilio

  • Frontend

    Vue 3 (separate app at app.signatureforms.ai)

  • Database

    MySQL

  • Queue/Jobs

    Laravel Queues (async video, email, SMS pipelines)

  • Scheduler

    Laravel Artisan Scheduler (cron-based automation)

POSITIONING STATEMENT (for marketing use):

  • ConsentAI transforms the way organizations collect consent turning dense legal PDFs into engaging AI avatar videos, automating delivery to any contact list, and capturing legally traceable digital signatures at scale. The result is a faster,
    smarter, and more compliant consent process that works for both the organization and the people signing.

IDEAL FOR:

  • Healthcare providers collecting patient consent (HIPAA-adjacent workflows)
  • Legal and financial firms requiring documented client consent
  • Wellness, fitness, and beauty businesses with liability waivers
  • Educational institutions collecting parental or student consent
  • Any B2B SaaS or service business requiring auditable digital agreements

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