Overview

Every time a guest signs an agreement, ArrivHQ creates an immutable record and a locked document. These records cannot be edited or deleted -- they serve as your permanent proof of what the guest agreed to, when they signed, and the exact content they saw. Hosts can view, download, and verify signed copies at any time.

Want a visual walkthrough? See our blog post: E-Signatures Deep Dive: Legal Defensibility for Your Rental Agreements

How it works

Viewing signed copies

  1. Go to Reservations and open the reservation.
  2. Scroll to the Guest Checklists section.
  3. Completed agreement steps show a signed status with the guest's name and signing date.
  4. Click a signed agreement to view the full record, including the agreement text and captured metadata.

You can also view signing status across all guests from the checklist run detail page.

Downloading signed documents

  • Tier 1 agreements produce a locked HTML file -- a self-contained snapshot of the agreement with the guest's acknowledgment details.
  • Tier 2 agreements produce a locked PDF with a "SIGNED COPY -- DO NOT ALTER" watermark, the signature block, section initials, and a content hash in the footer.

To download, click Download Signed Copy from the signed agreement detail view. The file is generated on demand via a secure, time-limited URL (valid for 5 minutes).

Per-guest signing status

When multiple guests are invited to a reservation, each guest signs independently. The reservation detail page shows:

  • Which guests have signed each agreement.
  • Which guests have not yet signed.
  • The signing date and time for each completed signature.

This is useful for reservations with multiple adults who each need to acknowledge house rules or sign a rental agreement.

What each signed record captures

Every signed record stores:

  • Signed name -- The name the guest typed at signing time.
  • Signing date and time -- Server UTC timestamp.
  • IP address -- The guest's IP at the time of signing.
  • User agent -- The browser and device used.
  • Agreement text snapshot -- The exact text shown to the guest, including any variable substitutions (guest name, property address, dates).
  • Content hash -- SHA-256 hash of the rendered agreement text.
  • Tier and document type -- Which signing tier was used and what type of document was signed.
  • ESIGN disclosure acceptance (Tier 2) -- Whether the guest consented to electronic signing.
  • Section initials (Tier 2) -- Each section's title, content snapshot, and the guest's initials.

Content integrity verification

The SHA-256 content hash allows you to verify that a signed copy has not been tampered with:

  • The hash is computed from the exact agreement text shown to the signer (after variable substitution, newlines normalized).
  • The same hash appears in the signed record, the locked PDF footer (Tier 2), and the database.
  • If all three match, the document is verified as unaltered since signing.

Limits & requirements

  • Signed records are stored indefinitely and cannot be deleted.
  • Locked documents are stored in private Supabase Storage -- they are never publicly accessible.
  • Download links expire after 5 minutes. Generate a new link if needed.
  • Signed records are scoped to your account (tenant) and cannot be accessed by other accounts.
  • Guests can also download their own signed copies from the guest portal.

FAQ

Can I delete a signed record?

No. Signed records are immutable by design. This protects both you and the guest -- neither party can alter or remove the record after signing. This immutability is a core requirement of ESIGN Act compliance.

Can the guest see their signed copy?

Yes. Guests can view and download their signed copies from the Checklists tab in their guest portal. Tier 2 guests also receive a confirmation email with the signed PDF attached.

What happens to signed copies if I change my plan?

Signed copies are stored indefinitely regardless of your plan. Downgrading from Host to Comply does not delete existing Tier 2 records -- you just cannot create new Tier 2 agreements.

How do I verify a signed document is authentic?

Compare the SHA-256 content hash in the signed record with the hash in the locked PDF footer. If they match, the document has not been modified since signing. The hash, along with the captured IP address, user agent, and timestamp, forms a complete evidence chain.

Can I export all signed records for a property?

You can view and download signed copies individually per reservation. Bulk export of signed records is not currently available.