CiiRUS lets you send rental agreements to guests for direct, Vrbo, and Airbnb reservations. You can set up an automation rule to send the agreement automatically based on your criteria.
The rental agreement is sent via email, but for Airbnb reservations where you don't have the guest's email address, it's sent directly to the chat thread in the Airbnb portal. So you only need to create one rental agreement template that can be sent to all reservations from the same automation rule.
What is a rental agreement?
A guest rental agreement is a contract between a property manager and a renter that outlines the terms and conditions of a stay at a rental property.
A guest rental agreement typically includes the following information:
The names of the owner and renter
The dates of the stay
The address of the rental unit
The rental rate
Any applicable cleaning fees or other fees
The security deposit (if required)
The cancellation policy
The house rules
The signatures of the property manager and renter
Configure the rental agreement
To create the rental agreement, navigate to:
Communications > Template Builder
Press the "New Template" button above the grid
From the popup window, specify the following:
Enter an internal description such as "Rental Agreement."
Enter the email subject line that the guest will see in their inbox.
Specify eCiiGN: Guest Rental Agreement as the category.
Click the "Save" button.
Template Builder
To edit the template, select the "Edit" icon located in the left-most column in the grid. The Template Builder will open.
Important note for Airbnb: When creating a rental agreement template for Airbnb, use the HTML (Email) version, not the Airbnb/Vrbo version. There is no need to populate the Airbnb/Vrbo version for rental agreements.
Enter your rental agreement in the HTML (Email) Version tab. You can use the tokens on the left-hand side, including the signature or initial tokens. When the guest opens the agreement, they will be prompted to electronically initial or sign the document in place of the initial or signature tokens.
Tips for configuring the eCiiGN document:
Don't include HTML or special characters.
Make all changes in the CiiRUS template editor.
Copying from external sources (such as Word or PDF documents) isn't recommended, as it may break the template and prevent the document from opening.
If you must copy from external sources, first remove special formatting by pasting into a plain text editor (such as Notepad), and then copy the text into the CiiRUS template editor.
Images are supported, including the "Logo" token.
Create automation rule
Once you've created the template, you can set up the automation rule to send the rental agreement. To do this:
Go to Communications > Automation Rules.
Click the "Add+" icon above the grid to create a new rule.
Enter a name for the rule, such as "Guest Rental Agreement".
Select Reservation Lifecycle as the type.
Click the "Save" icon above the grid.
To configure the automation rule:
Click the "Edit" icon in the leftmost column.
Select Email Only from the Delivery Type dropdown. Note, even if you want to send the rental agreement to Airbnb reservations, choose Email Only. The system will trigger it to the Airbnb chat instead.
Select the Rental Agreement template.
The guest should already be selected as the recipient.
Choose when you want to send the rental agreement, such as on the day the reservation is booked or 1 day after.
Leave the Re-send frequency as Only send when conditions are met.
In step 4, you can specify other criteria, such as specific listings or reservation sources you want to send the rental agreement for, and change the Apply rule to send to reservations only.
Important note for Airbnb: When sending a rental agreement to Airbnb guests, select Email Only as the delivery type in step one. This will trigger the system to send the agreement to the Airbnb chat instead.
When you're ready to start sending the rental agreement to your guests, enable the checkbox to activate the rule and press the "Save" button. Blast off!
Send the rental agreement on-demand from a reservation
You can send a rental agreement directly from the Reservation Folio.
Locate the applicable reservation > Open the Reservation Folio
Select the "Files" tab
To send the rental agreement, click on "New Document" and a popup window will appear to specify the details.
Choose the template, verify the email recipient (defaults to the guest's email), and enter a message to go along with the document. When you're ready, click the "Add" button to send the new document.
Important note for Airbnb: When sending a rental agreement on-demand for an Airbnb reservation, there is no need to enter an email recipient, as the system will trigger it to the Airbnb chat instead without having the email address populated.
Once the rental agreement has been sent, it'll appear in the eCiiGN documents section within the Reservation Folio. You'll be able to see once it's signed by the guest and the date that they signed it. Once signed, you'll also be able to see a copy of the signed agreement.
View signed rental agreements
To view sent and signed documents:
Go to Communications > eCiiGN Documents.
Use the filter bar to adjust dates or search for a specific document type.
The grid displays all sent documents.
The Signed? column shows which documents have been signed.
