Cloudbeds Guest Experience Digital Documents allows you to create documents to be sent to your guests electronically via link and to collect their digital signatures. This feature automatically posts signed registration documents into your Cloudbeds PMS, under the Document guest's tab.
Documents are kept on file for up to 5 years.
Digital Documents Overview
- Click to create new Digital Documents flows
- View the list of the existing Digital Documents
- Next to each Digital Document created, find Actions to:
-
Edit
the document flow
-
Duplicate
- Remove
- Copy link
- Click the
to see more details of this flow
-
Edit
- Check the History of each Digital Documents flow
- Message status
- Guest name
- Registration flow details
- Date and Time sent
1 - Create a Digital Documents Flow
- Access the Company Settings
- Go to the Digital Documents section
- Click to
at the top right corner
- Enter a Title and click to create
- Click to
- In the registration editor tab, click at the fields you want to add to this registration flow - you can add as many fields (steps) as you want. Field options:
- Text: input any text to your document
- Terms checkbox: use it to add the agreement to your terms and conditions
- Signature: request guest signature
- Initials
- Name Field
- Phone Field
- Attachment Upload: use this field to request any extra documentation you need
- Take a photo: when accessed by the guest, it only allows them to take a single photo of their document. The guest snaps a picture, and can either click the back arrow to retake the photo or click the checkmark in the middle to accept the photo. Mostly used for IDs.
- Text Input Field: use to add any field required not available on the list
- Number Field: use it to add any field required related to number with minimum and maximum amounts.
- Dropdown: create a dropdown menu so the guest can select an information
- Select a Date
- Select a Time
- Click to Save.
- Add Translations, if preferred.
- It is not advised to have guests upload credit card information since this requires PCI compliance certification.
- File Types Supported: jpeg, gif, png, apng, svg, bmp, bmp ico, & png ico.
- If there have been no translations configured for a language, then it will display the information in the property's default language.
- There is not an option to have an automated translation via Google Translate for Digital Documents.
- Cloudbeds Guest Experience's Digital Documents can be used for day-to-day operations in Brazil, but is not legally binding and cannot be upheld in Brazilian court (ICP-Brasil).
2 - Send a Digital Documents in a Message or in an Automated Message
While in an open message,
- Select the Template icon and go to Digital Documents
- Search for the Digital Documents template and click to insert it.
- Click to Send or add more links, as preferred.
Once inserted, the template variable will paste a link into your message box. You can edit or add text around the link before sending.
While configuring an Automated Message ,
- Click to add a filter condition
- Select Digital Documents in field name
- Choose which Digital Documents template to include in the message
- Define the condition under which the message should be sent — for example, if the registration is not completed.
If a guest accesses the Digital Documents from a generic link, instead of accessing these links through an automated message or the corresponding variable, the guest will have to be identified through a 2-Factor Authentication.
3 - Steps to Sign and Submit Documents for Guests
- Once you message guests requesting documents to be completed, the guest clicks the link to view and accept the document
- The guest will complete the document's requirements;
- You will be notified within the guest history of the actions taken and once the document is complete;
- Access the reservation in Cloudbeds PMS;
- Click on the Document tab to have access to their signed document.
Comments
Is there any other identifier that the guest signed the digital registration card other than looking in documents?
Hello, Amber Christenson,
We have already created a new ticket for you, so that our Support Team can review this closely and offer dedicated assistance.
Regards!
How to use this feature? Do i have pay to have this digital registration flows? please advise
Hello, Ptmartuabalihospitality,
We have created a new ticket for you, so that our Support Team can review your request, and offer dedicated assistance as soon as possible.
Thank you!
I cant see this option on screen , can someone please check this and provide up to date info. Thanks
Hello Chetan Sharma,
We have created a new ticket for you, so that our Support Team can review your request, and offer dedicated assistance as soon as possible.
Thank you!
Please sign in to leave a comment.