Create and Edit Agreements

What Are Agreements?

How Do I Create an Agreement?

1. Click on your name in the upper right corner and go to Settings > Agreements

2. Click + New Template to start creating a new Agreement template
• Name: a short title displayed at the top of the form.
• Key: a unique shortcode that the Agreement can be referred to as a Message Token when you send text messages.
• Header: additional text description displayed under the property name. Typically, used for adding the property's address.
• Body: the main content of the Agreement should go into the body. Akia supports Markdown and Message Tokens in the body text.
• For example, this formatting will turn into a table:

|||
|---|---|
| **Name** | {{customer.full_name}} |
| **Arrival** | {{customer.check_in_at}} |
| **Departure** | {{customer.checkout_at}} |
| **Room** | {{customer.room_number}} |



Custom Fields: additional input options to solicit a response from the guest. There are several possible types of custom fields:
• Text is a free-form input where you can ask the guest to type in specific information (e.g., their vehicle license plate).
• Number is a numerical input where guests can type both negative and positive numbers. This can be used when asking guests to provide their phone number.
• Checkbox is a checkbox input where select or unselects to denote yes or no.
• Date is a general date selector the guest can either write or use the calendar widget to select.
• Time: is a general time selector that the guest can write in or select with the clock widget.
• Country is a country selector where guests can specify their home country.
• Selector allows you to provide guests with options and they can only specify one (e.g., their payment method).
• Multi-Selector allows guests to select multiple provided options (e.g., declaring any medical conditions on a waiver).
• Full Name ask the guest to input their full name.
• Email is similar to text input but is explicitly used for obtaining email addresses. If a guest has an email already on file, this input field can auto-populate their email. However, the guest can still update it when they are signing the form.
• DOB: is another date selector the guest can either write in or use the calendar widget.
• Est. Arrival is a time selector where you can ask guests to input their estimated arrival time. By default, the guest’s reservation details will update with this estimated arrival time.
• Image is where the guests will have an option to take or upload a photo attachment into the agreement.
• Marketing Consent is where you can encourage guests to subscribe to your marketing messages. This can be defaulted to checked.
• ID Photo is where guests will have an option to/be required to upload an ID photo. Akia does not perform any verification on the submitted ID photo.
• ID Verification Text: field for the guest to upload a photo of their ID and a photo of themselves. Akia will compare the name on the ID to the name on the reservation and photos to see if it’s the same person.
• Upsells Text: offer room upgrades or add-on items to guests. Create them under Settings > Upsells
• Payment: if you have Stripe installed on your account, you can enable payment processing in Agreements to either place a hold on a guest’s card or collect tips for your staff. (For more information, please refer to our Payments article.)
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Important: Please read about how Akia manages guest credit cards to avoid issues with losing card information
• Agreement Checkbox: This special checkbox is typically used to ask the guest to acknowledge and consent to sign the form.
• Fine Print: additional content you want to add as "fine print.” This content will be displayed as a footer in the Agreement.
• Redirect to mini app after completion: automatically redirect guests to a Booklet/another Agreement after they complete the current one
• Accompanying Guests: field for guests to enter their accompanying guests’ names, ages, phone numbers, birthdates, and/or ID images. Optionally can send a text message to accompanying guests if their phone number is provided.
• Remember to specify what information you need to capture from accompanying guests.
• Note that ID verification does not work for the image upload field. If you need to verify the identity of the accompanying guests, you need to send them a new agreement form with the ID verification field.
• Completion Message: the message provided here will be the automatic message sent to the guest upon completion of the Agreement by the guest. For example: “Thank you! We received your agreement” or “Your door code is…”
• Agreement Notifications: customize how staff are notified of signed/unsigned Agreements and if they need to countersign Agreements once guests submit them

Edit an Agreement

1. Click on your name in the upper right corner and go to Settings > Agreements

2. Click on the Agreement you want to edit

3. Edit the text in any of the fields to see it automatically update in the preview

4. Click Ok to save

Video Guide

How to Send an Agreement to a Guest

In a Scheduled Message

In a Manual Message

Delete an Agreement That Was Sent to a Guest

Example Agreement & Optional Elements

Use Cases

1. 📝 Registration Card: Display basic guest information like first and last name, room number, and arrival/department date along with verbiage around hotel policies (e.g., $250 fee if you smoke in the non-smoking room).
• Optionally, you can create inputs to allow guests to add more information like their personal email or their estimated arrival time.

2. 🙅 Waiver of Liability: Require the guest to acknowledge the risks involved in participating in activities at the property (e.g., canoe rental and usage at a lake resort).
• Write the information in the body and include any relevant custom fields before requiring the guest’s signature.

3. 😷 Health Screening Questionnaire: Ask the guest about their well-being and their prior exposure to illnesses (e.g., Covid-19 questionnaires).
• You can add an image custom field to require the guest to upload their Covid vaccine card as well as their ID photo to ensure the guest is vaccinated.

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