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Collect Photo ID Option in Rental Agreement

Status: Released 225 Votes
Shawn H
Aug 25, 2022 6:31 PM
OR Team Member Joined Aug, 2021 54 posts

The custom field file format option has been released!

The File format option can be used for all custom field types, but only Booking type custom fields can be shown to guests on checkout/quote acceptance or rental agreement signing. If you select "file" as the format, you can also show this field during the checkout process to capture a file upload (e.g., JPG, PNG, PDF) from the guest.

Only the file name will be rendered using the custom field code. No image or thumbnail is available to show back to the guest. This is for security purposes at this time. You can insert the field code into the rental agreement or messaging template to remind them that they have uploaded "X" file name as part of the process.

Learn more here:

Solterra Villas
Dec 28, 2021 12:27 PM
Joined Aug, 2019 10 posts

I send this

 

Hi {CFIRST},

Thank you for signing our renter agreement for your stay at {PDISPNAME}.

IMPORTANT! If you have not already done so, a copy of a valid photo ID is required for this booking and for Solterra Resort registration.

Please follow this link (https://form.jotform.com/212595222258052) to provide photo identification for the “lead guest” who signed the rental agreement. If you previously submitted your photo ID, then please disregard.

We’ve archived this agreement, embedded with your digital signature, for future reference.

Attached to this email is a copy of your records.  You can view or download the agreement at any time by clicking on the following link:

Signed renter agreement for {PDISPNAME}.pdf

-{MYFIRST}

 

GeorgyGirl2020
Dec 28, 2021 12:30 PM
Joined Jun, 2020 7 posts

that is wonderful thanks for sharing more details.

Is this the free JotForm ...or do you need to pay for this?

Anne
Dec 28, 2021 12:31 PM
Joined Jul, 2021 7 posts

GeorgyGirl,

Jotform is surprisingly easy and user friendly to use.  On the Publish tab, there is a shareable link that you can add to your rental agreement and emails.

Solterra Villas
Dec 28, 2021 12:32 PM
Joined Aug, 2019 10 posts

Jotform is free to use for this basic form.

Anne
Dec 28, 2021 12:33 PM
Joined Jul, 2021 7 posts

Yes, I'm using the free version but was using the paid version for all of my rental agreements prior to signing up for OR.

Renee R
Dec 28, 2021 1:00 PM
Joined Sep, 2019 1 post

I am new to this conversation so forgive me if its been answered. How do I find jot form and connect it to OR?

I am not very savvy with this 

Renee R

Carla S
Dec 28, 2021 1:34 PM
Joined Feb, 2021 3 posts

Following..

Sloanish
Dec 28, 2021 1:51 PM
Joined Jun, 2018 87 posts

Thank you Solterra Beach V

FYI I ran a test on the system using your link. Thanks for showing us the way.

What situation creates the need for this?

What is the overall policy:

  • ID for everyone?
  • Just for certain properties?
  • Just when bookings are done within 30 days?

I would love to see a 1,2,3.. flow of how to use this.

More than that, it would be great if OR could roll this in 

GeorgyGirl2020
Dec 28, 2021 1:53 PM
Joined Jun, 2020 7 posts

I am hoping to get someone

to be very specific about JotForm

....and to share a step by step process on how to integrate this JotForm request within 

a standard Agreement that is sent out by OR automatically to every booking, 

.....or use it another way through OR.

Such as: ( step by step ) 

1. Go to JotForm.com and sign up for free account

2. Go To Templates on left 

3. Go to file upload form

4.  etc etc

5. Copy link and add / insert into legal agreement form 

^^^ if the above is correct / just an example ****

I am better with "steps" than general instructions.

Thanks again

 

Solterra Villas
Dec 28, 2021 1:59 PM
Joined Aug, 2019 10 posts

I use a template that asks all new bookings, regardless of where from, to sign my rental agreement and provide this information. After the RA is signed it sends a link to the signed agreement to the guest and I tweaked to included the link to the Jotform so I can get the guest’s identification.

Scott J
Dec 28, 2021 2:21 PM
Joined Mar, 2019 71 posts

I would also like to see this.

-------------------------------

Add this and
Also, consider adding an address verification API.
Groups like Melissa provide this.
I went through my rental this year and 14 had bad addresses uploaded by guests.
Tremendous potential for fraud here.

by Sloanish – Dec 15, 2021 8:25 PM (UTC)

 

Donna M
Dec 28, 2021 3:29 PM
Joined Sep, 2017 33 posts

Like others noted, I am using Jotform to collect ID images and selfies of guests holding their IDs with a link in my OR rental agreement.  I was using Jotform for all of my rental agreements (prior to OR) with great success.  I'm no super techie but maybe an integration with Jotform would do the trick?

by Anne – Dec 28, 2021 4:45 PM (UTC)

Thanks for this- Jotform may be an easier way to go.

I may consider including a request of photo IDs within my contract which is sent under separate cover via Docusign because it asks for initials at various clauses (another wish item for many of us).

 

Currently I use Touchstay (https://touchstay.com/ -an available API). In my Guidebook I include a Google Doc Registration form (which requires a gmail account) that asks guests to present photo IDs, as well as all other guest names and license plate info.

Sloanish
Dec 28, 2021 5:45 PM
Joined Jun, 2018 87 posts

I am not a fan of initials. If, for some reason, they don't initial one of the clauses does that create an issue if you have to enforce that clause?

You are just asking for trouble with initials everywhere. IMHO

Donna M
Dec 28, 2021 6:02 PM
Joined Sep, 2017 33 posts

At the risk of hijacking the thread... If the contract is not initialed I resend to have it completed prior to completion of booking- which is stated in my home's description and requirements. Of course- The bottom line is the bottom line signature.  By having those very specific clauses initialed there will be NO saying " I didn't know!"

Donna M
Dec 28, 2021 6:02 PM
Joined Sep, 2017 33 posts

At the risk of hijacking the thread... If the contract is not initialed I resend to have it completed prior to completion of booking- which is stated in my home's description and requirements. Of course- The bottom line is the bottom line signature.  By having those very specific clauses initialed there will be NO saying " I didn't know!"

Donna M
Dec 28, 2021 6:02 PM
Joined Sep, 2017 33 posts

At the risk of hijacking the thread... If the contract is not initialed I resend to have it completed prior to completion of booking- which is stated in my home's description and requirements. Of course- The bottom line is the bottom line signature.  By having those very specific clauses initialed there will be NO saying " I didn't know!"

Sloanish
Dec 28, 2021 6:04 PM
Joined Jun, 2018 87 posts

I went down the rabbit hole and worked on this.

You can clone an existing form which makes it VERY easy. 

https://www.jotform.com/help/42-how-to-clone-an-existing-form-from-a-url/

Jot has a lot of help and advice and is very impressive at the free level.

Perhaps OR can host a nice form or two for all of us to clone?
Please do not create a bunch of IDs 

I integrated the files to go to Google Drive which is very secure. Below shows how to do it to get it into a subfolder that makes sense. The time and id make it so the folders are unique. Each guest gets their very own folder. Ideally, we could bring in departure dates so we can easily delete these after the guest leaves. I could not get the {NAME} field to work well.
https://www.jotform.com/answers/1390696-google-drive-integration-ability-to-customize-the-integration-path-to-put-all-integrated-forms-under-one-main-folder

https://www.allthingssecured.com/tips/how-secure-is-google-drive/#google-drive-security

 

Here is the Welcome and first page of the form.
I am putting these screenshots here so you can see the entire form without creating a whole bunch of IDs that would clog up the works.

Here are the two image submission pages. All I did was add some instructions.

And finally the Thank You Page. Not you have the option to send emails etc..

 

Shannon G
Dec 29, 2021 11:29 AM
Joined Jun, 2019 9 posts

Thanks for the update.  Looking forward to this much needed feature.

Warmly,

Shannon Garrett 

Scott J
Apr 13, 2022 9:37 PM
Joined Mar, 2019 71 posts

The last update we have gotten from OR folks on this by-far most requested feature was 7 months ago.

What is the status now?

Ginny M
Apr 13, 2022 9:53 PM
Joined Apr, 2021 8 posts

The last update we have gotten from OR folks on this by-far most requested feature was 7 months ago.

What is the status now?

by Scott J – Apr 14, 2022 1:37 AM (UTC)
Agree such a needed feature especially now that so many of us are now required to collect them by our municipalities.