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.
This secure link that is unique to each Booking is call the RUID. When a Booking is created, an RUID is also created for the booking. The RUID is used in the This RUID is stored in the database and not visible to you or the guest UNLESS you choose to send the
The eSign - Digital Document Signing function is already enabled for each booking in MyPMS and is seamlessly integrated with BookingCenter Customized Letters.
Please note that in order for Digital Signing to work with a Booking, it must have a unique link (RUID) which was added on August 7, 2018. Therefore, only Bookings created since August 7, 2018 have a RUID and will be enabled for eSign. Prior to this date, Bookings DO NOT have an RUID and the Digital Signing function will not work. All new Bookings created will have the unique RUID created and are enable for eSign. Note that using EDIT on booking will not create a RUID. 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
Note: The setup steps must be completed before you implement the Digital Signing process.
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