allow you to send documents digitally for guests to sign securely on any device. This eliminates printing and scanning, saving time for tourism operators who need quick confirmation of bookings or waivers. Signed documents are securely stored within your account for easy access.
Accessing this feature
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How to use it
Starting a New Document
Once you're in the E-Signatures section, you'll see an overview of your existing templates (if you have any). To create a new one, click the + Create New Document button.
A pop-up will appear asking for a document title. Choose something clear and descriptive, like "Adventure Tour Waiver" or "Booking Confirmation Form." This helps you find it easily later.
Click Next.
Uploading Your Document
Upload the document you want your guests to sign. This could be a PDF of your waiver, a booking agreement, or any other form.
Click Upload File and select the PDF from your computer.
Adding Signature Fields
Once your document is uploaded, you'll see it displayed on your screen.
On the left side, you'll find a panel with various "fields" you can add. Find the Signature field and drag it directly onto your document where you need a signature.
You can also drag and drop fields for Name, Date, Text Input (for things like addresses or emergency contacts), and Checkbox (for agreeing to terms).
Resize these fields and move them around until they look right.
Assigning Roles
For each field you place, assign who is meant to fill it in. For most documents, this will be your "Client" or "Guest."
If you also need an internal team member to sign, you can add them as another signatory. This ensures everyone signs the right part.
Saving Your Template
Look over your document and all the fields you've added.
Click the Save Template button at the top right of your screen. This saves your document layout for future use.
Sending for Signing
From your saved template list, click on the template you created.
Then, click the Send for Signing button.
You'll be prompted to enter the email addresses of the people who need to sign it (e.g., your guest).
You can also add a personalised message to go along with the email.
Click Send.
Tracking Progress
Back in the E-Signatures section, you'll see the status of all your sent documents. You can track who has opened it, who has signed, and who you might need to send a reminder to.
Tips
When creating your documents, use simple language. Make sure the instructions for your guests are easy to understand so they know exactly where to sign and what information to provide.
Before sending a document to a real guest, try sending it to yourself or a colleague. This way, you can experience the signing process from their perspective and make sure everything flows smoothly.
In your booking confirmation emails or pre-arrival communications, let guests know they'll be receiving an e-signature request. A quick line like, "You'll receive a separate email shortly with your digital waiver to sign," can help.
Think about all the paper forms you currently use. Waivers for adventure activities, equipment rental agreements, pre-tour health questionnaires, photo release forms – these are all perfect candidates for e-signatures!
Review your saved templates regularly. Are they still up-to-date with your current terms and conditions? Making small adjustments can save you headaches later.
Highlight to your guests that you're using a modern, secure, and environmentally friendly way to handle documents. It shows you're forward-thinking and organised!
Need help?
For further assistance, contact us at [email protected]