Page History

The RUID is a series of random characters used to identify a specific booking and is automatically inserted into the Request Letter sent to a Guest. See Create Default eSign Letter.

This means that when the Guest clicks on the "Digital Signing Letter (URL)" in the Email you sent requesting a signature, the eSign uses the RUID to enable security (no RUIDs are ever duplicated) to access only that specific booking. See Send eSign Request Letter

The RUID is stored in the database and not visible to you or the guest UNLESS you choose to display it in a merge field in a Letter. See Merge Fields. When using the "Digital Signing Letter (URL)" merge field to request a digital signature, the RUID is embedded in the secure link sent to the Guest.

 eSign Letter Setup - Digital Signature Letters

 Start by creating two letters with the "Digital Signing" merge fields.

• Letter 1: Create Default "Digital Signature Letter": The first step to the Digital Signing Process is to create the "Default Signature Letter" that the Guest will digitally sign and submit. The merge fields that can be used for this Letter are "Signature" and "Initials" under "Digital Signing". After this letter is created, it  must be selected under Default Letters, "Digital Signature Request".
  

• •  Select Default Letter: After you have created or edited an existing letter and inserted the merge fields you need, then go to SETUP | PARAMETERS | LETTERS and the Default Letter area to select this Letter as the Default under "Digital Signature Request".  This Letter will display to the Guest when the eSign -Digital Sigature link sent to the guest is clicked.

•  Letter 2: Create eSign- "Signature Request Letter": Once you have created the Default Signature Letter, then you need to create a "Signature Request Letter" that will be emailed to the Guest with the secure link to access the Default Signature Letter. See Send eSign Request Letter
  

To send an eSign Digital Document, follow these steps:

 Note: The setup steps must be completed before you implement the Digital Signing process.

1. Email the "Signature Request Letter" to Guest. This letter can be sent via email two ways: manually by using the "Letters" Tab in each booking or, automatically by using the "Auto Letter" function to send the letter to the guest at a scheduled time before check-in. See Send eSign Request Letter 

2. Guest clicks on secure link in the email.  This secure link is automatically generated using the merge field. It is unique to each booking and generated for when the email is sent, See Send eSign Request Letter
   

3. Default "Default Signature Letter" opens for guest to read and digitally sign. This letter is created in Letters and set as the Default

   Signature

   eSign Letter. See Create Default Signature Letter

4. Guest signs and submits the digitally signed Letter. 
   

5. Signed Digital Letter stored: The signed Letter is stored with the booking at a secure URL for future reference by the hotel or guest.See Digital Signature Letter Storage
   

Digital Signature Storage:

Once the letter is signed it is saved as a PDF and attached linked to the booking. A log entry is added to the booking alerting you to the signed letter. The letter is date time and IP address stamped- and time-stamped with the IP address of the user who signed it, so you have a record of when and where from what IP address the letter was signed. See Digital Signature Letter Storage