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BookingCenter Esign-Digital Signing is an optional feature that lets you create a customized Letter letter with a built-in digital signature function and send it to a guest to open and digitally sign via a secure link attached to their booking. This allows you to request and store a digital signature for the guest which can be emailed to guests at any time on or before the check-in date. This allows you to request and store documents signed by the guest.

The Esign function is already enabled for each booking in MyPMS and is seamlessly integrated with BookingCenter Customized Letters. To implement the Esign- Digital Signing Process, follow these steps. Read below for detailed step-by-step instructions.

Self Check-in with Esign - Digital Signing

If you are using the Self Check-in function and want to require a digital signature for check-in, the Esign function will be seamlessly integrated into the check-in process.

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 Esign - Digital Signature Setup

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

  • Step 1: Create Default "Digital Signature Request" Letter: One Letter will be the "Default Digital Signature Letter" that the Guest will digitally sign. The merge fields used for this Letter are "Signature" and "Initials" under "Digital Signing". This Letter must be setup under Default Letters, "Digital Signature Request".

  •  Step 2 Select Default Letter:  "Digital Signature Request" Then go to the Default Letter area and select this Letter as the default under "Digital Signature Request".  This Letter will display to the Guest when the Esgin -Digital Sigature link sent to the guest is clicked.

  • Step 3: Create Esign- "Digital Signature Letter (URL)": The second Letter is the Letter that is sent to the Guest with the Esign Digital Link. When the guest clicks on the Esign Link, the Letter you created and set as the Default "Digital Signature Request"  will display with the required digital Signature boxes.

Esign - Digital Signature Process

  • Email the "Digital Signature Letter (URL)" 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.
  • Guest clicks on Esign Digital Signature link. 
  • Default "Digital Signature Request" Letter displays and requires guest signature.
  • Guest signs and submits the digitally signed Letter

    • : Setup your Default Signature Letters - Create Default Esign Letter

    The signed Letter is stored with the booking at a secure URL for future reference by the hotel or guest.

    Esign - Process: Learn how to send a Digital Signature Request Letter - Sending Esign Request Letter 


    Esign - Digital Signature Letter Storage:Once the letter is signed it is saved as a PDF and attached 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, so you have a record of when and where the letter was signed. See where the signed digital letters are stored. - Digital Signature Letter Storage
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