Hire agreement signed online
A hirer reads your hire agreement on the booking page and signs it with a finger or the mouse before the booking goes on. The signature, name and time are kept, and the agreement prints with the signature.
PLANSFrom Growth
The problem it solves
- The hall's rules are on a notice board, and the hirer says they never saw them.
- Paper agreements are signed at the desk on the day, or not at all.
- When damage is disputed, nobody can find the signed copy.
How it works
- On the rule set's Agreement tab, choose who signs: No, Outside bookers (portal) or Everyone.
- Write the agreement text. If you leave it empty, the rule set's terms are used.
- A booking that needs a signature stays a draft. The booking page shows the agreement and a signature pad.
- The hirer checks their name, draws the signature or uses their typed name, and clicks Sign and send.
- The booking goes on to approval, payment or confirmation. Staff can print the Hire Agreement with the signature from the booking.
Everything it does
Who signs
- Signed Agreement on the rule set: No (to start with), Outside bookers (portal) or Everyone
- Bookings made by other SmartMy products for their own use never need one
Signing
- On the booking page of the portal: the agreement text, Your full name, a pad to draw on, Clear and Use my typed name
- An empty pad is refused
- Signed by, Signed on and the signature are kept on the booking and cannot be changed by the booker
- The booking's history notes "Agreement signed by" and the name
The printed agreement
- Hire Agreement, printed from the booking: number, facility, when, booked by, purpose, people, the agreement, the signature with name and date
Who uses it
Outside hirerReads and signs the agreement on the booking page.
Facility managerWrites the agreement and chooses who signs.
Front deskPrints the signed agreement when needed.
Where you use it
- Booking portal: the booking page with the agreement and signature pad
- The SmartMy Facility app: a booking that needs a signature opens the web page to sign (built and in testing, not in the stores yet)
- Web: the rule set's Agreement tab, the booking's Signed Agreement tab and the Hire Agreement print
What you control
Settings
- Signed Agreement: No, per rule set
- Agreement text: empty (the rule set's terms are used)
Approvals
- Facility booking: a booking is sent for approval only after it is signed
Notifications
- No message of its own: the booking page says "Sign the agreement to send your booking"
Questions
Can staff be asked to sign too?
Yes. Choose Everyone on the rule set. Staff then sign on the booking page in the browser.Is a typed name accepted?
Use my typed name turns the name into a drawn signature. An empty pad is refused.Where is the signed copy?
On the booking, under Signed Agreement, and as the Hire Agreement print with the signature, name and date.Is this an Aadhaar e-sign?
No. It is a signature drawn on the page, with the name and time recorded.Related features
PUBLIC HIREA public page for hiring your facilitiesFacilities you open to the public are listed on a page anyone can read, with each day's free and taken times. Hirers create an account, give their phone, ID proof and address, and book with your approval.CHARGES AND PAYMENTOnline payment, with the slot held until the deadlineAn outside hirer of a paid facility pays online before the booking is confirmed. The time is held for them until the deadline; if they do not pay, the invoice is cancelled and the time is freed.CHARGES AND PAYMENTSecurity deposits and refundsOutside hirers leave a security deposit with their payment. After use it is returned less the damage charged. A cancelled booking is refunded by your rules on how many hours before the start it was cancelled.BOOKING RULESBooking rules: slots, notice, limits and exceptionsA rule set says how a facility may be booked. It sets the slots, the notice, how far ahead, how long, and how many bookings each person may hold. Exceptions change it for an Entity, a group or one person.PORTAL, OFFICE SCREENS AND APPThe booking portal for staff, members and hirersPeople without a back-office login book from a web page: parents, students, members, residents and outside hirers. They browse what they may book, pick a free time on a facility's day and book. Then they follow their bookings: check in, accept a waitlist offer, pay, sign or cancel.
See it with your own rooms.
Tell us what you run: rooms, halls, courts, desks. We will show you a booking from request to check-out with your rules.