Introduction
Managing rental agreements doesn’t have to be a manual or time-consuming task. Our Digital Signature, modernizes the way property managers handle guest agreements offering a smooth, secure, and fully online signing experience.
Integrating this feature into your booking flow, eliminates paperwork and reduces friction, while ensuring every agreement is signed, stored, and accessible with ease.
From activation to automation, this guide walks you through the entire setup process, helping you deliver a seamless experience for both your team and your guests.
Automating this process saves time while ensuring your agreements are signed, stored, and shared efficiently. To get started go to Solutions > Documents > Rental Agreements, then open the Digital Signature tab.
The Digital Signature is a key component of the Documents Management module. Learn more about the Documents Management module here.
Activating the Digital Signature
Check your subscription
To begin, make sure the Digital Signature feature is included in your subscription plan. To verify or enable it:
Go to Account Settings > Manage Account > Account Administration.
Scroll to the bottom and confirm that the Digital Signature option is activated.
This one-time setup ensures your system is ready to support digital agreement signing across your portfolio.
Digital Signature in Rental Agreements
Once active, you’ll need to enable Digital Signature in the Rental Agreements settings:
Go to Solutions > Documents > Rental Agreements, and click on Digital Signature.
Select “Include the Digital Signature bolt-on option with my subscription.”
Upload your business signature or stamp-this will appear both in your agreements both in QuestWisely and for bookings made on your website.
Click Save to apply. You can save these settings for individual properties, multiple properties, or all properties in one go.
Note:
Digital Signature will not work until the property’s configuration is complete.
Only bookings made after activation will support digital signing—existing bookings remain unchanged.
Templates and automation
To make the most of Digital Signatures, integrate the feature into your automated communication flows. Go to the main menu and select Templates and Automation. Here you will find messaging templates categorized by booking source:
Direct Bookings
Website Bookings
Channel Bookings
Direct Bookings
For direct bookings use the"Confirming a Booking" email template under System Email Templates to insert the shortcode [DIGITAL_SIGNATURE] in the body of the email. This will generate a unique link for guests to digitally sign their agreement.
Example:
"To confirm your booking, please click the link below to digitally sign our rental agreement."
[DIGITAL_SIGNATURE]
Tip: Click the short code icon or type [ to activate predictive typing for additional short codes.
Upon booking confirmation, guests receive an email with an "Agree Terms" link.
Guests can click the link, review the agreement, and digitally sign by checking "I confirm I have reviewed and agree to the contents of this document in full", then press "Confirm".
After signing, they can download the signed agreement for their records.
Website Bookings
For bookings made through your integrated website or the GuestWisely booking engine:
Use the “Website Booking Response” template under Automated Messages.
The Digital Signature process is already embedded into the checkout flow-no additional setup is required.
During the booking process, guests must accept the rental terms. If Digital Signature is enabled, the agreement is automatically signed as part of the confirmation.
Guests receive a confirmation email after booking, with the signed agreement attached. To review the agreement, simply open the confirmation email and check the included attachment.
Channel Bookings
For channel bookings use the"Channel Booking Response" template under Automated Messages to insert the shortcode [DIGITAL_SIGNATURE] in the email.
This ensures that guests booking through third-party platforms (e.g., Airbnb, VRBO) receive an email with a link to digitally sign the rental agreement, just like for Direct Bookings.
Tracking signed agreements
Tracking Inquiry inbox
In the Inquiry inbox, check for a square icon near the payment indicator to identify digitally signed agreements.
Use filters under Payments and Digital Signature to track signed or unsigned agreements.
A pencil icon in the Digital Signature column indicates a signed agreement.
Tracking via Bookings reports
In Bookings reports, filter by Rental Agreements Status (e.g., signed or pending) to follow up on pending agreements.
Following up on unsigned agreements
1. Create a reminder template
Navigate to Templates and Automation > Custom Email Templates
Create a Digital Signature Reminder template with a friendly message and include the [DIGITAL_SIGNATURE] short code to re-share the signing link.
2. Send reminder emails
In the Inquiry inbox, select a booking where the agreement is unsigned and click Reply Email.
Use the Custom Email Template to send a reminder to the guest.
3. Monitor and follow Up
Regularly review Reminders and Bookings reports to track unsigned agreements.
Send additional reminders as needed.
The Digital Signature is a key component of the Documents Management module. Learn more about the Documents Management module here.
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