Signature Capture and External Documents

RDP now has the ability to store external documents and pictures and link them to guests, owners, rooms, groups travel agents, and vendors.

Possible uses for the new “External Documents and Pictures” module include:

• Store signed rental contracts at Adobe PDF (see “Using Docusign for Signature Capture” below)
• Word documents with additional information about the reservation, owner, etc.
• Scan passports, driver license or other documents
• Store sign copies of confirmation letters or registration cards
• Display activity vendor information such as what activities or services they provide, hours of operation, and pricing

Most file types are supported including Adobe PDF, Word, Excel, JPEG, GIF, HTML, and many more.

Using DOCUSIGN for Signature Capture”

RDP’s new “External Documents and Pictures” module can be used in conjunction with Docusign to store signed documents and link them to guests, owners, etc.  The procedure is as follows:

1. Create an account with Docusign.
2. Purchase and install the “External Documents and Pictures” module from RDP.
3. Create the document normally as you do now in Crystal Reports and access the document with RDP.   Use the “Export” feature of Crystal to export the document to PDF format and save it.
4. Use the Docusign web client to upload the document and enter the customer’s email.  Send the document to the guest from within Docusign.
5. The guest can then access the document from their email by clicking on the link from Docusign.  They can read the document, print it, sign it and save it.
6. When the guest signs the document an email is sent to the email address used to create the Docusign account.  The signed document is an attachment to this email.   Use your email client to access this email and save into the signed document to the folder \RDP\RDP01\Masterdocs\Guest.  Use a naming convention so the file name begins with the guest history number.  For example, for guest history number 64 the name might be “64SignedContract4-17-2015.PDF”.
7. Guests can have many documents, as long as the name begins with the guest history number.
8. The document can then be accessed from within RDP from the reservation screen on the guest history tab.

Software Overview

Resort Data Processing (RDP) software has been installed since 1981 at over 1000 locations worldwide.  Please use the links below to learn more about RDP software for Hotels and Resorts. If you are renting homes or condominiums on a short term basis, please start with Vacation Rental Overview.  Timeshare properties should begin with our Timeshare Overview.  Our Campground system is also available.  Our systems are fully integrated, so all features in our hotel system are available for vacation rentals and timeshare resorts and vice versa.

Contact RDP Sales for pricing information or to schedule an onsite demonstration.