Add-On Features

E-Signature

79 views February 24, 2020 February 24, 2020 1

E-Signature is a powerful feature that can be added to Easy InnKeeping to help you collect guest signatures on things like Policies, payment authorizations, and rental agreements.  We have recently made some updates to it that allow the use of a tablet or iPad in addition to the existing Email and Signature Pad capabilities.  Any document signed using E-Signature can be viewed or printed directly from the guest’s reservation.  E-Signature is included in our Premium pricing plan, but can be added to Basic or Advanced for only $30.00 per month.

Getting Started:

Once E-Signature has been enabled for your property, the Reservation Letters must be set up.

  1. Go to Setup>>Advanced>>Reservation Letters and select the Letter that the guest will sign (multiple Letters can be set up for E-Signature).
  2. Put the Letter in Edit mode (Pencil icon in the small toolbar)
  3. Place the cursor on the location you want the signature to go in (you can have more than one signature line in each letter).
  4. Select “Custom Fields” from the toolbar, scroll to “ESign” and select it.
  5. The Custom Field will show in the letter, so highlight it and change it to white color
  6. Click Save in the gray toolbar.

 

To Use:

  1. Create the reservation.
  2. Go to the Billing screen
  3. Click the “Policy Signature” button
  4. In the “Please Select a System” window that comes up:
    Signature Device” is for signing a Reservation Letter using the Topaz Signature Pad.
    b.  “Email Signature” is for emailing a Reservation Letter to be signed with their mouse.
    c.  “E-Signature Pad” is for signing a Reservation Letter using their finger on a tablet or iPad.

Signature Device

When Signature Device is selected:

  1. Select the Letter you want the guest to sign
  2. Click the “Guest Signature” button then, in the Add Signature window, click “Sign
  3. Have the guest sign using the Topaz Signature Pad and click Save.
  4. Once the image of the signature is Saved, click Close.
  5. Click Print. IMPORTANT NOTE: In order for the signed letter to appear on the History of the reservation, it must be Printed first.  You can also email the signed letter to the guest.
  6. In the History of the reservation, there will be a line item for each time the Letter is printed and it can be viewed or re-printed any time.

Email Signature

When Email Signature is selected:

  1. Select the Letter you want to email to the guest to sign
  2. Click Send Email.
  3. The History will show that the Letter was sent
  4. When the guest receives the email, there will be a link saying “Click this URL to sign”
  5. There will be a separate signature box for each “ESign” Custom Field you put in the Letter. They must sign all of them with their mouse.  Then they click “Submit
  6. They will receive a confirmation message and they can print the signed Letter for their records.
  7. The History will now show that the signature was received and can be viewed or printed at any time:

 

E-Signature Pad

When E-Signature Pad is selected:

  1. Select the Letter you want the guest to sign
  2. Select the “Click this URL to sign” link at the bottom.
  3. Just like with Email Signature, there will be a separate signature box for each “ESign” Custom Field you put in the Letter. They must sign all of them with their mouse or finger, using a laptop, tablet, smartphone, or iPad.  Then they click “Submit
  4. You will receive a confirmation message and the signed Letter can printed for the guest to have a copy.
  5. The History will now show that the signature was received and can be viewed or printed at any time:

 

Additional Features

If you have the additional Topaz Signature Pad, you can have the guest sign their actual invoice.

Here’s how:

  1. Open the reservation and go to the Billing screen. Click the Print button at the bottom of the Billing screen:
  2. There are two “Guest Signature” buttons here. One for “I Agree the Above Charges” and “I Agree the Above Policies” (All of the Policies can be shown on the Invoice by checking the appropriate box on the Policy setup).  Both must be signed.
  3. Click the Sign button, then have the guest sign using the Topaz Signature Pad, then click Save.
  4. Once the signature is successfully Saved, click Close.
  5. After both signatures are successfully Saved, click Print. IMPORTANT NOTE: In order for the signed invoice to appear on the History of the reservation, it must be printed first.

  6. On the History of the reservation, there will be a line item for each Print of the invoice that can be viewed or printed as needed.

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