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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 47 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:

BlueMtnCabins
Aug 26, 2022 10:24 AM
Joined Jun, 2016 1035 posts

While I agree that it is a good business practice to collect IDs, I can see how this creates friction if it is REQUIRED at time of booking. From a business perspective, you do want the booking process to be a simple experience and some guests may be on their mobile phones, not tech savvy enough to figure it out or perhaps don't have their ID available.  Perhaps an option to create a tag for those that didn't provide it and send the request based on trigger (i.e. x days after booking) would provide greater flexibility?

Well that (tag function) already exists, and so does sending follow-up emails/text to ask for ID (which I am sick and tired of). And "at time of booking" in this case is AFTER they already committed to booking, booking actually happened and they are about to e-sign the rental agreement. I do not understand what is the problem with this sequence???

Scott W
Aug 26, 2022 10:24 AM
Joined Jul, 2020 2 posts

Hi Folks, just a friendly request to avoid turning this thread into a debate on whether to collect or not collect ID.  Now that this feature is released, it's helpful to keep this post related to technical implementation questions and tips.  That's because there are hundreds of owners who are subscribed to email status updates awaiting news from OR that this long-awaited feature is released.  There are tons and tons of vacation rental Facebook forums out there that are terrific venues to endlessly debate your business practices on this topic.  Thanks!

Ginny M
Aug 26, 2022 10:43 AM
Joined Apr, 2021 7 posts

Hi Folks, just a friendly request to avoid turning this thread into a debate on whether to collect or not collect ID.  Now that this feature is released, it's helpful to keep this post related to technical implementation questions and tips.  That's because there are hundreds of owners who are subscribed to email status updates awaiting news from OR that this long-awaited feature is released.  There are tons and tons of vacation rental Facebook forums out there that are terrific venues to endlessly debate your business practices on this topic.  Thanks!

by Scott W – Aug 26, 2022 2:24 PM (UTC)

Thank you so much Scott I agree. Most of us have had notifications for this topic turned on for quite a while as this has been a much requested feature and I would like to keep it turned on for any changes and as Scott mentioned, technical issues. Would rather not have to turn the notifications off to keep from receiving endless notifications of non pertinent side discussions. Thanks!
The Unofficial Ownerrez Facebook page is a good place for discussion among many, many others.  

Maria M
Aug 26, 2022 2:10 PM
Joined Jun, 2022 13 posts

So I have tried out the new feature by following the instruction to create new custom field code as BXID and I confirm that the ID upload section is added automatically on the renter's agreement upon successful booking.

However, I tried to add BXID in email template and then I went to preview the email, BXID did not render anything in the preview.

Is custom field for uploading file supported for use in email or message templates?

joelle m
Aug 26, 2022 2:21 PM
Joined Oct, 2020 13 posts

All I have to say is "Thank you" for implementing features that are high on the owner's wishlist. I greatly appreciate it.

Valerie R
Aug 26, 2022 2:35 PM
Joined Sep, 2019 109 posts

Hi Maria,

The BXID custom field is a booking field, so it won't work on email templates.

However, if you've made it a "required" field then when the guest clicks on the link to sign the rental agreement, they will see the File Upload button there on the form. 

In my process, there are 2 kinds of bookings:

1) A direct booking from my website or a quote that I've sent to a potential guest

2) A booking from any other source

In the first kind of booking, as part of the booking process the guest is presented with the form to provide the "required" information (name, address, phone number, a required custom field to enter their initials that they've read & agree to our cancelation policy, and now, the file upload button for their ID) before they proceed to the page to sign the rental agreement.

In the second kind of booking, the guest receives either an email or an Airbnb message that includes a link for them to sign our rental agreement. When they click on that link they are sent into the same process flow as described for direct bookings.

So, it is the process of signing the rental agreement that also includes the File Upload button for the collection of IDs.

To see what this looks like, if you have an email template that contains the BULEASE or BUFIXUP codes, go to the list of templates in settings and click on the "Preview" option under the drop down arrow next to the edit function for that template. It will show you what the guest sees when they are viewing that email message.

I hope this helps!

Maria M
Aug 26, 2022 2:51 PM
Joined Jun, 2022 13 posts

Per Shawn H from announcement:

"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."

I have created new custom field code BXID and when I tried using BXID field code in messaging template, the field code does not currently render anything in preview of the message. Is this supported or will simply be supported later?

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.
Thais & Rodney M
Aug 26, 2022 4:32 PM
Joined Jul, 2022 3 posts

Hi, thank you for adding this feature. I created the custom field to request ID and it is working for a direct booking but I can't figure out how to add a File Upload button to the Rental Agreement Template. How would this work for a channel booking and at what step in the booking process will the ID be requested for Airbnb or VRBO? I would guess that it would be during the Rental Agreement signing step but I am not sure. Thanks

Jill D
Aug 26, 2022 4:53 PM
Joined Jan, 2021 2 posts

Rodney, I emailed support with the same question earlier today. They confirmed that when you add the field, it's part of the page a guest sees when they go to sign the Renters Agreement - the one that asks the guests for their contact information. The form field is at the bottom of the page, then they click onward to complete the Renters Agreement. So on my end, all we need is confirmation that the guest completed the Renters Agreement to know the required file upload has been completed and happily waiting my review under Files under the booking. We already send out Renters Agreement links in post-booking emails to AirBnB and VRBO guests, so viola - the ID upload requirement is already passed along to them. It was so much LESS work to implement than I expected. 

For others using Jotform, of course, we went through our templates and removed references to JotForm links. We've already had a guest complete a Renters Agreement and upload their ID via the new custom field this afternoon, so all around it's working perfectly! 

If anyone needs an example, here's a test direct booking quote I sent to myself earlier. On the first page, turn down travel insurance and click next, and then you'll see the guest information form for their address, etc, and at the bottom, the ID upload field. https://orez.io/v1/q/599c25c723a64742a2d541c340886374.

Shawn H
Aug 26, 2022 4:57 PM
OR Team Member Joined Aug, 2021 47 posts

I have created new custom field code BXID and when I tried using BXID field code in messaging template, the field code does not currently render anything in preview of the message. Is this supported or will simply be supported later?

by Maria M – Aug 26, 2022 6:51 PM (UTC)

Hi Maria! The field code won't render a file name on message preview unless you have a file actually uploaded to the booking custom field you're previewing. To test this, upload a test file under the Custom Fields tab of an existing booking, then go back to Messages and preview your message and make sure you have that booking selected. You can then delete the test file from the Files tab on that same booking.

OPCD TX
Aug 26, 2022 4:59 PM
Joined Aug, 2019 20 posts

 

Hey Jill, just so I am clear. After the guest uploads their ID, can you see it in the booking under files or under files under the renter's contact information?

Thais & Rodney M
Aug 26, 2022 5:02 PM
Joined Jul, 2022 3 posts

Hello Jill, thank you for the clarification. That makes sense so basically create the custom field and make it a requirement as part of the booking process, easy enough! Thanks

Shawn H
Aug 26, 2022 5:02 PM
OR Team Member Joined Aug, 2021 47 posts

Hey Jill, just so I am clear. After the guest uploads their ID, can you see it in the booking under files or under files under the renter's contact information?

by OPCD TX – Aug 26, 2022 8:59 PM (UTC)

I know I'm not Jill, but wanted to assist! Since it's a booking custom field, the file is uploaded under the booking's Files tab (you can also see it under the Custom Fields on the booking).

OPCD TX
Aug 26, 2022 5:12 PM
Joined Aug, 2019 20 posts

Right on, Thanks Shawn, AKA Jill. :) I Appreciate this, We have been waiting a long time for this. 

Britt
Aug 27, 2022 2:47 PM
Joined Apr, 2022 7 posts

I’m so happy this is released! Many thanks to OwnerRez!

Kim E
Aug 28, 2022 4:46 PM
Joined Feb, 2022 5 posts

I see this feature is released which is wonderful! I was wondering if there is a way to allow for multiple ID image uploads. I have the need to collect the Driver's license for every potential golf cart driver, who might be using our golf cart, while staying at our vacation rental. Ideally, I'd like to collect the photo ID of the agreement signer. And then send a link at a later date, for others to upload their IDs securely. As I don't want to hold up the agreement signing process, while they wait to collect DL photo from everyone in their party.

Thanks!

Ken T
Aug 29, 2022 5:25 PM
OR Team Member Joined Aug, 2019 899 posts

There is not - but, it's being discussed for v2.

ILia K
Aug 29, 2022 7:57 PM
Joined Jun, 2019 3 posts

Thanks!

CWV
Aug 30, 2022 9:25 PM
Joined Nov, 2019 44 posts

Thank you, thank you, thank you......just need initials feature legal agreement - :) 

 

Shannon G
Aug 31, 2022 8:08 AM
Joined Jun, 2019 9 posts

The feature for initials in the Rental Agreement already exists.