The Definitive Hotel e-Signature and Event Sales Guide

Let guests find what they need without you. For example, you can link to signature documents like waivers or F&B forms from your website so they can respond when they’re ready, without waiting for you to initiate the process.

Going digital also means you can set up contracts with required fields, ensuring you get all the information you need without any follow-up. Inputs can then automatically push to your sales and catering event systems upon submission, eliminating the need to move around paperwork or manually re-enter information.

Let guests sign contracts as soon as they get your request. Their device type and location don’t matter. Most importantly, no one needs to hunt down a printer or fax machine.

Nothing is more painful than a breach. A smarter experience eliminates the need to manually gather information from guests and re-enter information across systems – and this isn’t just a time-saver. It's hugely important to keeping your guest’s information secure. Every time information leaves a system, is sent across a fax machine or email, or simply requires human interaction, there’s a security risk.

e-Signature systems also often include secure data storage and encryption features, helping hotels comply with data protection regulations like GDPR.

When you’re booking multiple events with multiple signature documents, eliminating back and forth communication can save you a lot of time. A digital solution also makes it easier to notify and collaborate with all the necessary parties at one time.

You can also make it easier for guests to communicate with you via markup and comment functionality. For example, they can easily indicate which part of your contract they have a question about or would like to see changed, you instantly get notified when they’ve posted a note, and you answer and edit the contract, if needed, right away.

Make it easy to give the personalized touch that’s important for your business. You can templatize everything from your documents to email communications – yet create and include personalized messages so guests still feel taken care of in a high-touch way and your staff can put their personal mark on the experience.

Custom branding also assure guests what's coming from you and safe to interact with.​

Technology can always be “on,” even when your staff are sleeping.​

An easy to use, automated solution reduces ramp-up time and puts your staff in action faster. This is especially important when your staff is already stretched thin.

A digital solution also lets staff take care of tasks wherever they are, allowing you to broaden your pool of candidates and hire remote employees if needed. Plus, investing in tools that make an employee’s job easier can increase satisfaction and retention, satisfaction that easily transfers into your employees taking better care of your guests.

Automate your entire agreement process with templated documents and automated email notifications. You can also enhance your communications by telling your guests what’s due and why, reminding them of upcoming deadlines, and alerting them when they’re past due. It's an easy way to keep guests on track without making them feel like they’re being hounded by a salesperson.

Create clear and repeatable processes that are easy for staff to learn and execute with little room for error. Go a step further with system integrations. Less system hopping and manual data entry improves departmental communication and handoffs since information is easier to update in real-time and make accessible to everyone at any time.

It also means less complicated system and user management. Securely storing signed documents and receipts is far easier to manage, eliminating paper storage and/or shredding documents.

e-Signatures align with sustainable practices by minimizing paper consumption, which can be an attractive feature for environmentally conscious guests. e-Signatures also eliminate the need for printing and storing paper documents, which can result in significant cost savings in paper, ink, and storage space.

A smarter experience brings together best-of-breed solutions in an easily deployable, manageable way, giving your guests access to the best experience possible. And as you know, better experiences means positive reviews, free word-of-mouth advertising, and repeat loyal customers.​