BookingCenter's eSign lets you create a customized Letter with a digital signature function to send to guests to digitally sign via a secure link attached to their booking. This allows you to request and store a digital signature from the guest at any time on or before the check-in date.
Bookings have a secure access code known as an RUID that enables secure eSign and storage of your Letter(s). When a Booking is created, an RUID is automatically created for the booking.*Please note that Bookings created since August 7, 2018 have a secure access code known as an RUID that enables secure eSign and storage of your Letter(s). Bookings created prior to August 7, 2018 DO NOT have an RUID and eSign will not work for these bookings.
Esign - Digital Signing
The RUID is used to identify the specific booking and the guest details (dependent on which are merge fields inserted) and insert them into the Digital Document when the Request Letter is sent and the secure link is clicked. The RUID is automatically embedded in the Letter when the "Digital Signing Letter (URL)" merge fields is inserted. See Create Default eSign Letter.
This means that when the Guest clicks on the "Digital Signing Letter (URL)" in the Email you have sent requesting a signature, the eSign Letter will open and contain the details specific to the Guest and Booking. Once the Letter is digitally signed and submitted, the Letter is stored with the Booking. The Booking RUID is what enables secure eSign and storage of your Letter(s). 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.
To send an eSign Digital Document, follow these steps:
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 Send eSign 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 Send eSign 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 eSign 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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