BookingCenter Esign-Digital Signing is an optional feature that lets you create a customized Letter with a 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 at any time on or before the check-in date.
The Esign function is already enabled for each booking in MyPMS and is seamlessly integrated with BookingCenter Customized Letters. All you need to do is to create a letter with the "Digital Signature" merge fields and then select this Letter under Default Letters, "Digital Signature Request". Then, send the secure Esign link ("Digital Signing Letter (URL)" to the guest. When the guest clicks on the Esign Link, the Letter you created and set as the Default Letter, will display with the required digital Signature boxes. After the guest signs and submits the signed Letter, it is stored with the booking at a secure URL for future reference by the hotel or 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.
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.Esign - Digital Signing
The root page Esign-Digital Signing could not be found in space MyPMS Documentation.
Step 1: Creating a Customized Letter with a Digital Signature Function
There are two digital signing merge fields that you can insert into your Letters depending on your needs. Both will display a digital signature box which must be signed before the Guest can submit the Letter. This letter will become your default 'Digital Signature Request" letter. Once done set it as the default. Next, create a letter that you can send to the guest to link them to this default letter.
- Signature: Requires a full signature from the Guest.
- Initials: Requires initals from Guest.
To insert either or both of these merge fields into your Letter:
- Place your cursor in the the body of the Letter where you want the digital signature box to display.
- Go to the BookingCenter Globe Icon and the "Digital Signing" Section. Select the merge field and it will be inserted into your Letter.
- Click Update to save changes.
Insert Merge Fields
| Merge Fields inserted in Letter This is what the merge field will look like th |
Step 2: Setting the Default Letter - "Digital SignatureRequest"
After you have created or edited an existing letter and inserted the merge fields you need, 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: Creating the Letter sent to Guest with Esign-Digital Signature link.
To create a Letter with The only key merge filed that must be in this letter is also under the "digital signing " section in the merge drop down. It is called "Digital Signature Letter (URL)". When the guest clicks on this link it will open the default Digital Signature letter you set and allow the guest to read and sign the letter. After the guest signs and submits the signed Letter, it is stored with the booking at a secure URL for future reference by the hotel or guest
To insert the "Digital Signature Letter (URL)" field into your Letter:
- Place your cursor in the body of the Letter where you want the digital signature box to display.
- Go to the BookingCenter Globe Icon and the "Digital Signing" Section. Select the merge field and it will be inserted into your Letter.
- Click Update to save changes.
Signed 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.
Overview
Content Tools
