Digital Agreements (or eSignatures) allow you to generate and send an agreement, such as a policy or contract to a guest. Once the guest receives the agreement, they can read and sign the agreement electronically, allowing you to instantly access to the signed document, even if the guest is in another locality.
Some benefits of using electronically signed documents include:
- There are no costs associated with traditional mailing process. The signing process occurs online and through e-mail messages.
- The guest can easily sign the document, and you receive a notification instantly.
- This solution is paperless, which means no printing, filing, or faxing.
- The signed documents are tamper-proof, and legally binding.
Before using digital agreements, you must subscribe to the eSignature service, available at the App Store page. After you've subscribed and the product has been configured for your company, you'll receive an e-mail from the account team at Kigo, letting you know that you can start sending digital agreements to customers.
Configuring digital agreements is a two-step process:
- Creating a Digital Agreement Document Template
- Creating a Digital Agreement Booking Rule
Once these two steps are complete, digital agreements are sent out automatically to a guest once a booking is created.
Creating a Digital Agreement Document Template
In order to perform this procedure, you must be assigned the General Manager role, or a custom role that includes the General Manager permissions.
- Access Setup – Solution – Document Templates.
- From the Document Templates page, click New. The Doc Template page opens.
- Enter the Name of the document template. This name must be unique. You cannot have two templates with the same name. The best names are short, but provide a clear indication of the contents. This field is required.
- In the Type drop-down list, choose the "Agreement" item. This is required to activate the required Digital Agreement tag category.
- Choose the current Status of the document template. By default, the status is active. If you are creating a new document template, we recommend that you set the status as inactive until the template is complete. Once the template is ready for use, change the Status to active. This helps avoid the possible issue of a document template being used before it is ready.
- At the Applies To drop-down list, choose whether the e-mail message applies to Bookings or Leads. This updates the Available Tags section to only include relevant tags. This field is required.
- Enter a Summary for the document template. This summary is used as the subject line when the template is used to generate e-mail messages.
- At the Document field, enter the content of the e-mail message. You can include many types of content, including tables, images, and rich text.
- If you wish to customize the Tag Prefix, select a prefix character. This only affects how the tag is displayed in the editor. You can choose from a number of tag prefixes including, # (hash), / (forward slash), ^ (carat), or None.
- Use tags to replace any content that changes each time the document template is used. For example, if you are creating a template to generate e-mail messages for guests before they arrive, you want to use tags for information such as the guest's name, the property, and the date of arrival. To use tags:
- Place the cursor where you want to insert the tag in the Document section.
- In the Available Tags section, click a category name to select the tag category. All of the tags included in the category are displayed.
- Locate the tag that you want to insert and double-click the tag name. The tag is inserted where you placed your cursor in the Document section.
- When you are ready to include a digital signature component, select the Digital Agreement category in the Available Tags section. There are six options available:
- Signature: This component provides a location in the document where guests can digitally sign a contract or agreement with their complete name.
- Date: This component provides the date that the document was signed.
- Initials: This component provides a location in the document where guests can digitally sign a contract or agreement with their initials.
- Full Name: This component provides a location in the document where guests can enter their complete name.
- Data Field: This component provides a location in the document where guests can enter a numerical value for requested information. For example, you may request that guests provide the number of people, children, beds, and so on.
- Data Field (Optional): This component provides a location in the document where guests have the option to enter a numerical value for requested information. For example, you may request that guests provide the number of people, children, beds, and so on.
- If you want to add any additional clarifying information about the template, you can add this in the Notes section. The information that you add here is for internal use only, and does not display to guests or owners.
- Save your changes by clicking Save.
- You can confirm that your template contains complete tags, and that all required fields are complete by clicking the green Click to Verify button at the bottom of the Document section. This checks your entries and confirms that all information is valid.
- Click Save.
Creating a Digital Agreement Booking Rule
In order to perform this procedure, you must be assigned the General Manager role, or a custom role that includes the General Manager permissions. In addition, you must have already created the digital agreement document template.
- Access Setup – Booking Engine – Booking Rules.
- From the Booking Rules page, click New, and then choose Digital Agreement Rule.
- Enter a short, descriptive name for the booking rule in the Name field. This field is required.
- Choose the Status of the booking rule. By default, the "Active" option is selected, which means that the booking rule is available for use as soon as it is saved. If you don't want the booking rule to be available immediately, choose the "Inactive" option instead.
- Choose how the booking rule is applied to the properties in the Applicability drop-down list. There are two available options:
- If you want the booking rule to apply to all properties, select the "Applies to All Properties" option.
- If you want the booking rule to apply only to certain properties, select the "Property-Specific" option.
- If you selected the "Property-Specific" option for the Applicability drop-down list, complete these additional steps to assign the specific properties. You do not need to complete these steps if you selected the "Applies to All Properties" option.
- Click Save.
- Click the Apply to Multiple Properties button. The Properties/Rooms page displays.
- Select the check box for any properties that you want to apply this booking rule to.
- Click OK to save the properties and return to the booking rule page.
- In the Agreement Name drop-down list, select the name of the digital agreement document template that you created. Only document templates that has the type defined as "Agreement" are displayed here.
- In the Notes section, add any information that you want to include as part of the booking rule. This information can be used to clarify the function of the booking rule. This information only displays on this page.
- Click Save.
Note that you cannot send the digital agreement document templates from Kigo as you normally would. The booking rule that you create assures that DocuSign sends this document, and it includes the digital agreement functionality.