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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:

Shannon G
Aug 31, 2022 8:12 AM
Joined Jun, 2019 9 posts

I’ve been collecting guest ID’s at the time of booking via HelloWorks since 2019 and not once have we had a guest not comply or complain. When my HelloWorks account expires, I’ll use the process OR has established.

Sea-renity
Sep 1, 2022 8:38 PM
Joined Oct, 2021 6 posts

I am unaware of this feature to initial sections of the RA, and do not see it mentioned in the OR Help files. I only see initials as a requested feature here - https://www.ownerreservations.com/forums/requests/support-initials-within-the-rental-agreement-form

If this is an active feature, could you please provide some direction on where to find documentation to implement this feature?

Ken T
Sep 1, 2022 10:14 PM
OR Team Member Joined Aug, 2019 899 posts

No, there is no functionality for initialing the rental agreement.  It's not needed, because the agreement is one single electronic document rather than multiple separate physical pages as with a printed-paper agreement, where each page needs to be initialed so someone sneaky doesn't slip an extra one in there.  Electronic agreements don't have this problem.

Denise F
Sep 1, 2022 10:29 PM
Joined Feb, 2022 2 posts

Hi, Ken ...

This has less to do with functionality as it does to do with liability.

If an owner offers a high-risk amenity -- like a swimming pool or a fireplace -- requiring initials is evidence that the owner emphasized this risk, and that the renter in turn acknowledged it.

I can highlight risks such as these in my rental agreement with bold type. But requiring a renter to acknowledge that s/he understands what the cautions are ensures they can't claim ignorance should a problem arise.

So please consider some initialing option within the rental agreement.

 

joelle m
Sep 1, 2022 11:11 PM
Joined Oct, 2020 13 posts

 Very good point! 
I won a lawsuit against a guest and the judge made a point to say that I had demonstrated that the guest understood the contract term that was being disputed because she wrote her initials in the blank space next to that paragraph. 
As a result, I am using the workaround I described previously, but would find being able to use initials very helpful. 

ILia K
Sep 1, 2022 11:25 PM
Joined Jun, 2019 3 posts

== ID Image Resolution? ==

I have a guest who just signed the RA and uploaded their ID. However, the guest's ID appear as miniature 60x60 pixels image, which is indecipherable.  

Is there an option to require the minimum resolution (e.g. 600x600) or uploaded file size (i.e. at least 300Kb) to ensure that the ID is readable? 

Thais & Rodney M
Sep 2, 2022 6:19 AM
Joined Jul, 2022 3 posts

Try looking for the ID into the file tap for the full size version.

ILia K
Sep 2, 2022 11:41 AM
Joined Jun, 2019 3 posts

Perfect, thanks!

Sea-renity
Sep 2, 2022 11:58 AM
Joined Oct, 2021 6 posts

No, there is no functionality for initialing the rental agreement.  It's not needed, because the agreement is one single electronic document rather than multiple separate physical pages as with a printed-paper agreement, where each page needs to be initialed so someone sneaky doesn't slip an extra one in there.  Electronic agreements don't have this problem.

by Ken T – Sep 2, 2022 2:14 AM (UTC)

Ken, you are contradicting yourself. Please see your post on 11/3/2020 here - https://www.ownerreservations.com/forums/general-help/rental-agreement--is-there-a-way-to-make-guest-initial-every-pa

joelle m
Sep 2, 2022 12:50 PM
Joined Oct, 2020 13 posts

The contract I used was indeed a fillable PDF file, where someone sneaky could have slipped something different in there. 
your answer makes sense to me. 
the judge didn’t look at it from that angle. He viewed the initial as “proof” that the guest saw the clause and couldn’t say that he didn’t read the contract but just signed it at the bottom 

Our Maui Condos
Sep 6, 2022 9:52 PM
Joined Dec, 2018 3 posts

I am happy to say that I just booked my first reservation using the new option to Collect ID. Worked like a charm. Thank you so much for this addition!!

Chris L
Sep 21, 2022 4:28 PM
Joined May, 2017 174 posts

I've had a dozen or two bookings since enabling this and they've worked beautifully. But today I got this. 😁

Given my target demographic in Branson, I may have to rethink this...

In the meantime, is there a way to send them a link to the RA signing page that skips the ID upload part? I'm not finding it--even if I don't send them the BUFIXUP link and rather just the direct link to the RA, it still prompts them for their name/address/etc. plus the ID, which is mandatory on that page.

Kimberly R
Sep 21, 2022 4:34 PM
Joined Jan, 2021 2 posts

You can go to the custom field definition setting and make it as optional instead of required. 

Sea-renity
Sep 21, 2022 4:45 PM
Joined Oct, 2021 6 posts

I had a guest say that they weren't comfortable uploading their ID, as they were certain our database would get hacked. I told her "Please understand that security is important to us as well. Without an ID to verify the identity entered into a Rental Agreement, we can't verify to who we are giving access to our home. Often people use aliases to rent vacation homes, which can be risky for a homeowner, and why proof of identity is mandatory. Thank you for understanding!"

I offered them the option of uploading a random picture of themselves in the mandatory upload field (just to get past the initial form), and texting me a copy of their drivers license. I could then offer to delete the image on my phone after their ID had been verified. That way we aren't sacrificing our ID verification, but we are able to offer the guest some security.

Ginny M
Sep 21, 2022 5:02 PM
Joined Apr, 2021 7 posts

I had a guest say that they weren't comfortable uploading their ID, as they were certain our database would get hacked. I told her "Please understand that security is important to us as well. Without an ID to verify the identity entered into a Rental Agreement, we can't verify to who we are giving access to our home. Often people use aliases to rent vacation homes, which can be risky for a homeowner, and why proof of identity is mandatory. Thank you for understanding!"

I offered them the option of uploading a random picture of themselves in the mandatory upload field (just to get passed the initial form), and texting me a copy of their drivers license. I could then offer to delete the image on my phone after their ID had been verified. That way we aren't sacrificing our ID verification, but we are able to offer the guest some security.

That is far less secure which is why OR worked so hard to create this safe option for ID upload. 

Denise F
Sep 21, 2022 7:03 PM
Joined Feb, 2022 2 posts

I recently had an AirBnB guest with similar concerns.

This was my reply:

"Hello, XXX ...
Thanks for your message!
I completely understand your concerns about security. Our emails to you are generated, and the document uploads and card details are processed, through OwnerRez, an approved AirBnB API (application programming interface). All transactions processed through that platform have met AirBnB’s security standards, as OwnerRez is an AirBnB preferred software partner.
We list the rental agreement, government-issued ID and security-deposit requirements in our house rules to ensure that we know the identity of the person renting our property and to provide us legal and financial recourse in the event there is significant damage to same.
If you are uncomfortable with any of the above, I understand completely, but we are unable to finalize your reservation without them. In that case, we would certainly cancel your reservation at your request with a full refund, as we want you to feel comfortable and secure in your dealings with us.
Just please let me know how you’d like to proceed, and we’ll follow your directions accordingly.
Best,
Denise"

He uploaded. :-)

Arrive and Thriv
yesterday
Joined Aug, 2020 25 posts

As I'm testing this, it seems like an incredibly smooth process on a smartphone, but I honestly don't know how I would be able to complete the form if I was booking on my computer.  I'd have to maybe take a picture of my ID on my phone, email it to myself, download it to my computer, find that file, and upload it to the form...  Anyone have a smoother suggestion for a process that we could encourage?  Or is there a way to detect whether it's a phone or computer and make it mandatory or not based on that?

 

Thank you!

RentGrandLake
yesterday
Joined Jun, 2020 6 posts

Have had no problems on desktop. Works great. 

Thanks OR!

Jodi & Steve C
yesterday
Joined Dec, 2020 2 posts

As with any computer, the file or pic you’re uploading would need to be stored somewhere on your computer. So, yea, you have the process correct - get the file you need onto your computer and upload it. You can either mark the field as “required” or not. It has nothing to do with which type of device you’re on. Hope that helps.