BookingCenter Esign-Digital Signing 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 - Digital Signature function is already enabled for each booking in MyPMS and is seamlessly integrated with BookingCenter Customized Letters.
Esign - Digital Signing
The root page Esign-Digital Signing could not be found in space MyPMS Documentation.
Esign Setup - Digital Signature Letters
Start by creating two letters with 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.
Send a Digital Signature Letter
Note: The setup steps must be completed before you implement the Digital Signing process.
- 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 Sending Signature Request Letter
- 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 Sending Signature Request Letter
- Default "Default Signature Letter" opens for guest to read and digitally sign. This letter is created in Letters and set as the Default Signature Letter. See Create Default Signature Letter
- Guest signs and submits the digitally signed Letter.
- 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 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 Digital Signature Letter Storage
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