Overview

Every time a guest signs a waiver or agreement in ArrivHQ, a signed copy is generated and stored as an immutable record. You can access these signed copies from the reservation detail page, review per-guest signing status, and download copies for your records or in case of a dispute. Signed copies cannot be modified after signing -- by you or by the guest.

How it works

Finding signed copies

  1. Navigate to the reservation where the agreement was assigned.
  2. Open the reservation detail page.
  3. In the Guest Checklists section, you see each checklist assigned to the reservation along with the signing status for each guest.
  4. Click on a completed agreement step to view the signed copy.

What the signed copy contains

Each signed copy includes the full content of the agreement as it appeared to the guest at signing time, along with signing metadata:

  • Signature block -- the guest's full legal name as typed (or drawn on mobile), along with the date and time of signing.
  • Content hash -- a SHA-256 hash of the agreement text. This proves the document has not been altered since the guest signed it.
  • Section initials (Tier 2 only) -- for e-signature agreements, the initials the guest provided for each section are recorded alongside the section text.
  • On-behalf-of details (when applicable) -- if a parent or guardian signed for a minor, the signed copy includes the signer's name, the minor's name, and the stated relationship (parent, legal guardian, or authorized representative).
  • Signing metadata -- IP address and user agent of the device used to sign.

For Tier 1 (Acknowledgment) agreements, the signed copy is stored as a locked HTML document. For Tier 2 (E-Signature) agreements, the signed copy is a locked PDF with a "SIGNED COPY -- DO NOT ALTER" watermark.

Per-guest signing status

When a checklist with agreement steps is assigned to multiple guests at a property, each guest must sign individually. From the reservation detail page, you can see the signing status for each assigned guest:

  • Signed -- the guest has completed the agreement. Click to view their signed copy.
  • Pending -- the guest has not yet signed. They may have opened the checklist but have not completed the agreement step.
  • Not started -- the guest has not opened the checklist at all.

Each guest's signed copy is stored separately with their own signing metadata -- name, timestamp, IP address, content hash, and (for Tier 2) section initials.

Downloading signed copies

  1. Open the signed copy from the reservation detail page.
  2. Click Download to save the file to your device.
  3. Tier 1 agreements download as HTML files. Tier 2 agreements download as PDF files.

You can download signed copies at any time, including after the guest's stay has ended. The records are preserved indefinitely.

Limits & requirements

  • Signed copies are immutable. Neither you nor the guest can edit, retract, or delete a signed record.
  • Agreement content is snapshotted when the checklist run is created. If you edit the agreement template after a checklist has been assigned, the edit does not affect the copy the guest signed.
  • Signed copies are stored in ArrivHQ's encrypted storage. Tier 2 signed PDFs are also sent to the guest via confirmation email.
  • All plans can view and download signed copies. Tier 2 (E-Signature) agreements require the Host plan or higher to create.

FAQ

Can I delete a signed copy? No. Signed records are permanent and cannot be deleted or modified. This is by design -- immutable records protect both you and your guest in case of a dispute.

What if I update the agreement after a guest has already signed? Your changes apply to future checklist runs only. The guest's signed copy reflects the exact text they saw and agreed to at the time of signing. The content hash confirms the document has not changed.

Can I see who signed on behalf of a minor? Yes. If a parent or guardian signed on behalf of a minor, the signed copy shows both the signer's name and the minor's name, along with the stated relationship.

How long are signed copies kept? Signed copies are stored indefinitely. You can access them from the reservation detail page at any time, even years after the stay.

What does the content hash prove? The SHA-256 content hash is a cryptographic fingerprint of the agreement text. If anyone questions whether the document was altered after signing, you can verify the hash against the original content. A matching hash proves the document is exactly what the guest signed.