Running a successful tours or activities business can be a tough task, but with tools like Rezdy your life can be a lot easier. From managing your events to selling on a marketplace, they make it really easy to ensure your business is a success.
Alongside the ordering process comes the paperwork. Whether it is an order receipt, information sheets, or even waivers for participation, you’ll have to do some sort of manual work to get those to your customer.
With Formstack Documents, you can automate all of your paperwork. You can setup templates in Formstack Documents so that when you receive a new order, you can send the customer a customized receipt, you can send them personalized information on the tour, or you can send them a pre-filled waiver for them to sign.
In this example we’re going to show you how to automatically send your customers a pre-filled waiver for them to sign using DocuSign. That way they can sign the document without having to print anything or you having to collect their signature at the time of the event.
To get started, we’re going to setup our Waiver template in Documents. We’re going to use a fillable PDF as our template. If you don’t have a fillable PDF already, we suggest you use Nitro to build the PDF. (More information here).
Here’s what our waiver template looks like:
In order for our document to be signed via DocuSign (and have the signature placed in the correct spot on the document), we need to add an “anchor tag”. This anchor tag is simply text that you add to the PDF and looks like this: \s1\ - when signed, DocuSign will overlay the signature on top of this tag.
Here’s what that looks like in our PDF:
When we have our PDF ready to go, we need to upload it to Formstack Documents. From the Documents tab, click the New Document button. Enter a name for the document, choose I have a document I would like to use, then select the file from your computer.
Once you’ve uploaded the PDF, you’re going to be taken to the Settings tab. Here, you can change settings like the name of the file that is generated, the type of file, and more. For this example, we’re going to add the participant’s name to the generated PDF name.
Also, we’re going to turn on Debug Mode (under Status, click Test Mode, then check the box to save the data) and the Field Map which is located under the Advanced Settings section on the right. The Field Map is going to allow us to “map” (or match) the fields coming in from Rezdy to our PDF fields. More on this later.
Once we have the settings updated, we’re going to move on to the Deliver tab. The delivery settings indicate how you want to merged document to be sent. By default, Documents will send you the merged document via email, but for this example, we’re going to send the document to DocuSign so our participant can sign it online.
From the Deliver tab, click the New Delivery button then choose DocuSign from the list. You’ll be asked to login to your DocuSign account and then you’ll see the specific integration settings. You’ll need to define the signer of the document.
Once you have the DocuSign settings completed, you can save those and move on to the “Merge” tab. On the Merge tab, you’re going to see the unique Merge URL. This is a unique URL for sending data to your document and we’re going to use that to send data from Rezdy using their Webhooks. Go ahead and copy that Merge URL and we’re going to head over to Rezdy.
Inside Rezdy, we need to setup a new Webhook so that when we receive a new order, the information is automatically sent over to Documents and our waiver is populated. From the menu on the left, click Integrations > My Website > Webhooks.
Go ahead and create a New Webhook button. Give the webhook a name like “New Order – Waiver” then for the Trigger, choose “New Order”. For the Payload URL, enter your Merge URL for your document, then choose JSON as the Payload Format.
Save that Webhook and now you’re ready to run a quick test so you can see what the data looks like coming over from Rezdy via the webhook. Go ahead and generate a new Internal Order from your Orders page, then hop back over to the Overview tab for your document in Documents.
On the Overview page, you should see a recent merge with a “View Data” button. Click that button and you’ll see a listing of all the data we received from Rezdy via the webhook. For each of the fields you can click the name and it will show you the correct merge field that you need to use in the Field Map.
Go ahead and open a new tab and then click the Field Map tab for your document. For each of the field listed in the field map, you need to add the corresponding merge field code that you get from the View Data popup.
In the end, your Field Map will look something like this:
Once you have your Field Map finished and ready to go, it’s time for a real test! Log back into Rezdy and submit another internal order. This time, your waiver should be generated perfectly and you’ll receive an email from DocuSign requesting your signature.
Here’s what our merged waiver looked like waiting for signature:
Congrats, you’re all finished! Now you can automatically send out pre-filled waivers for your customers to sign. Can you think of any other ways that you could use Formstack Documents and Rezdy to simplify your paperwork process?