Touch / mouse / pen capture
The guest signs with a finger on the iPad, a stylus on a tablet, a mouse on a laptop. The signature is rendered as a vector and embedded on the document in the right field.
E-signatures
Sign the registration card, on the iPad at the desk.
Stop printing, stop scanning, stop chasing missed signatures. HotelBee captures the guest's signature directly on any device — touch screen, mouse, or stylus — embeds it on the document, and files the signed copy on the reservation with a full audit trail.
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app.hotelbee.co/sign
Any deviceiPad at the desk, phone in the lobby, laptop on email
Any documentRegistration card, invoice, proposal, contract, T&Cs
Full trailTimestamp, IP, device and signer identity per signature
Inside the module
A signature pad wired into every document HotelBee produces.
E-signatures is not a bolted-on tool. It sits inside the documents you already produce — the registration card the PMS prints at check-in, the invoice the folio generates, the proposal sent by sales, the GDPR consent at first contact. Capture the signature once; the signed PDF and the audit log are filed for you.
Sign on any device
iPad at the front desk, the guest's own phone via WhatsApp link, a laptop in the back office. The signing flow adapts to the screen and never requires an app install.
Built into the documents you already use
Registration cards, invoices, folios, proposals, contracts, GDPR consent forms. The signature field is in the right place; you don't rebuild the document.
In-person or remote
Hand the iPad to the guest at check-in, or send a one-click link before they arrive. Either way, the signed copy lands in the same place.
Multi-language documents
The registration card and consent prompts render in the guest's language — English, Albanian, Italian, German — without a separate template per language.
Sequential & multi-party signing
Need both spouses on the registration card, or the bride and groom on the wedding contract? Send a single envelope that routes through each signer in order, and only counts as complete when everyone signs.
Tamper-evident PDFs
Every signed PDF is sealed with a cryptographic hash. Any change after signing breaks the seal and the document is flagged as tampered.
Legally binding under eIDAS / ESIGN
Captured signatures qualify as Simple Electronic Signatures (SES) under EU eIDAS and the US ESIGN Act, with the audit trail to evidence intent, consent and signer identity.
Filed on the reservation
Every signed document is automatically attached to the guest's reservation in the PMS. No "where did we save the registration card" — it is on the booking, with the timestamp.
Auto-delivery to the guest
The guest receives a copy of the signed document via email or WhatsApp the moment they finish signing — useful for invoices, contracts and GDPR consent.
Take a closer look
Built for the hotel desk, the spa, the wedding salon, not generic SaaS.
E-signature SaaS exists. Most of it is built for legal teams, with templates, envelopes and signers who care about doc IDs. A hotel needs the signature on the registration card the PMS just printed, on the iPad in front of the guest, in fifteen seconds. The module is built for that.
In-person check-in
Sign the registration card on the iPad. Walk away with the key.
The receptionist opens the reservation, taps "Registration card", hands the iPad to the guest. The guest reviews the prefilled fields (name, ID, address — already on file from the booking), signs with a finger, taps Done. The signed PDF is filed on the reservation, the key is cut, the guest is in their room. No printing, no scanning, no folder of paper to file at the end of the shift.
- Pre-filled with the data already on the reservation
- Touch signature, accepted on any iPad or Android tablet
- Signed PDF filed on the reservation automatically
Remote signing
Send a link before arrival. Check-in is already done when they walk in.
For online check-in or remote contract signing, send a one-click link by email or WhatsApp. The guest opens it on their phone, reviews the document, signs and submits. The signed copy is filed on the reservation; the front desk sees a green badge appear on the booking and the guest can skip the desk on arrival entirely.
- One-click link delivered by email or WhatsApp — no app install
- Signed on the guest's own device, in their language
- Real-time status on the reservation: Sent → Viewed → Signed
Audit trail & compliance
Every signature comes with a full trail you can actually defend.
When a signature is captured, HotelBee records the timestamp, the signer's IP and device, the document hash, the consent prompts they saw and the version of the document they signed. The signed PDF is sealed with a cryptographic hash so any later edit is detectable. If a guest ever disputes a charge or a stay, you have an audit log that stands up under eIDAS (EU) and ESIGN (US) Simple Electronic Signature rules.
- Timestamp, IP, device and consent prompt logged per signature
- Tamper-evident PDF seal — any post-signing change is flagged
- eIDAS (EU) and ESIGN (US) Simple Electronic Signature compliant
app.hotelbee.co/sign/audit
Connects with
Wired into every document HotelBee produces.
E-signatures is not a separate envelope tool you have to learn. It is a signature field on the documents you already send — registration cards, invoices, contracts, proposals, GDPR consent — captured and filed in the same flow.
- HotelBee PMS· Registration cards
- HotelBee Payments· Invoices
- HotelBee Proposals· Quotes
- Events & Banquet· Contracts
- Guest Portal· GDPR consent
- iPad / Android tablets· Devices
- WhatsApp Business· Delivery
- Gmail / Outlook· Delivery
We were still printing registration cards, stapling the ID copy, scanning them at night and saving them to a folder by date. Half of them went missing. Now the iPad goes across the desk, the guest signs in five seconds, and the card is on the reservation before they've finished asking for the Wi-Fi password.
Lulzim HoxhaFront Office Manager · Splendor Hotel
Better together
Pairs naturally with the rest of HotelBee.
Every paper document HotelBee replaces unlocks a faster, more compliant flow somewhere else. The modules below are the natural places signatures end up.
Are these signatures legally binding?
Yes, for the vast majority of hotel use cases. HotelBee captures what eIDAS (EU) calls a Simple Electronic Signature (SES) and ESIGN (US) recognises as an electronic signature: a signature mark together with evidence of the signer's intent and consent, captured with a full audit trail (timestamp, IP, device, document hash, prompts shown). This is the standard accepted for registration cards, invoices, hotel contracts, T&Cs and GDPR consent. For higher-assurance signatures (Qualified Electronic Signatures under eIDAS), we can route through a qualified trust service — talk to us about your specific requirement.
Does the guest need an account or to install an app?
No. In-person, the guest signs on your iPad with their finger; nothing to install. Remotely, the guest clicks a link on their phone, signs in a browser, and submits. They never create an account. The link is unguessable and can be expired.
Can I capture a signature with a stylus, not just a finger?
Yes. The signature pad accepts touch (finger), stylus (Apple Pencil, S Pen, any active or passive stylus) and mouse input. The signature is captured as a vector at full resolution and embedded on the document at print quality.
Where is the signed document stored?
On the guest's reservation in the PMS, with a copy in the document audit log. The signed PDF is sealed with a cryptographic hash, so any change after signing breaks the seal and the document is flagged as tampered. You can download or re-send a copy at any time.
Can I send a document for two signers (e.g. spouses)?
Yes. Send a single envelope that routes through each signer in order, or in parallel. The document only counts as complete when every signer has signed; the audit log records each signer independently. Common for registration cards with two adults, wedding contracts and corporate event agreements.
What documents can I send for e-signature?
Anything HotelBee produces or anything you upload: registration cards, invoices, folios, proposals, event contracts, T&Cs, GDPR consent, gift voucher terms, membership agreements. The PMS-produced documents come with the signature field pre-placed; uploaded PDFs let you drop signature fields wherever you need them.
Does it work in the guest's language?
Yes. Registration cards, consent prompts and the signing UI render in the guest's preferred language — English, Albanian, Italian, German, and others — without a separate template per language. The signed PDF retains the language the guest signed in, for the audit record.
Ready when you are
Stop printing the registration card. Sign it on the iPad.
Free plan available. No credit card required. Most front desks switch to digital registration cards on the first afternoon they turn the module on.
- Free plan
- No contract
- Cancel anytime
E-signatures