Do you have customers sign an agreement before they use your space?
If so, you've come to the right place. While AllBooked doesn't offer document signature natively within the platform, the tried-and-true method below allows you to send documents to your clients for signature—without manually sending them yourself. AllBooked integrates with both Docusign and PandaDoc, which can be connected through Zapier to automatically send legal agreements and collect e-signatures. You can choose whichever platform works best for you, as both work equally well for this use case.
Follow this step-by-step guide to set up a Zapier connection that automatically sends an agreement through DocuSign to any user who makes a booking through AllBooked. Alternatively, check out our article on how to set up an integration with PandaDoc to accomplish the same thing.
What is Zapier?
Zapier allows you to integrate AllBooked with thousands of other apps so you can automate your workflows. You can think of Zapier as a middle man that lets two platforms exchange data.
Before starting:
Step 1: Create an "envelope" in DocuSign.
This step is simply about creating a basic agreement template, which DocuSign calls an "envelope," and you'll customize this further in Step 2. DocuSign requires you to first save a template before you can edit details like emails and roles, so no need to worry about getting everything perfect during this step.
Login to your DocuSign account.
Navigate to the home page, and select Browse all templates.
Search for the template of your choice, click Add selected, and start editing it.
For the purpose of this guide, we will select "Emergency Contact and Medical Waiver."
In the "Add recipients" section:
If this will be distributed to multiple people for signature, select the Set signing order checkbox at the top left.
Enter names and emails.
NOTE I: Right now, the names and email addresses you put in now are just placeholders—it doesn't matter what you enter, we will be updating this later. We recommend either entering either two of your own email addresses, or one of yours and one from someone you know, just to get the template started.
NOTE II: You'll be updating the roles (i.e. Coach / Leader and Parent / Guardian) later, so don't worry if they don't match your actual use case right now.
Adjust the email subject line to your liking and optionally add a custom message.
NOTE: This should not include any names, as this is what will be mapped in Zapier.
Select Next, and then format the template exactly as you'd like.
Click the X in the top left to close out of the screen. Do not click Send.
Step 2: Editing the envelope in DocuSign.
Navigate to "Agreements," click "sent" find your template, click the icon with the three dots, and select Save as Template.
Name your template and optionally provide a description.
In the "Add recipients" section:
Title the first role as Signee.
Title the second role as Owner of Venue.
NOTE: The signing order matters here. Make sure the Signee is listed first with a '1' next to it, and the Owner of venue is listed second with a '2' next to it.
When complete the document should look like this:
Select save and close.
Your completed template can now be found underneath the Template tab.
Step 3: Creating the Zapier connection.
Now that you have your newly created "envelope," you're ready to put it to use in your Zapier integration. Either use our template, or follow the steps below to get this set up.
Trigger
Login to Zapier.
Hover over plus icon in upper left hand corner of screen, select Create, and click Zap.
Click the Trigger and find or search for for Skedda.
NOTE: The Skedda trigger should be used for AllBooked accounts.
Under Trigger Event, Click on New User Booking.
NOTE: Make sure you have a few test bookings created in your AllBooked account first.
Select your account.
To connect your AllBooked account, follow step 4 on this page.
Check to see if your trigger is working.
Test it out by following step 5 on this page.
Click continue.
Action
Find or search for DocuSign in the pop-up window.
Under Action Event, search for Send Envelope Using Template.
Under Account, connect your DocuSign account by selecting Production from the pop-up window and entering your login details.
Click continue.
Now it's time to configure the action. Under Template ID, select the name of your template.
Scroll down until you see the fields Owner of Venue Email and Owner of Venue Name. Enter your your email and your name, respectively.
Example:
Scroll down further until you see the fields Signee Email and Signee Name. This is where you will be mapping the information from bookings.
With Signee Email selected, hit the forward slash button (/) on your keyboard and select Holder Email from the drop down.
With Signee Name selected, hit the forward slash button (/) on your keyboard and select Holder First Name from the drop down.
Click continue.
Test to see if your action is working.
***If you're creating internal bookings that require an agreement, follow the same steps using the 'envelope' of your choice to create another Zapier connection. In Step 3: Creating the Zapier connection, repeat the process as before, but in Step 4 of this section, select new 'New Internal Booking' instead. Lastly, in Step 6 of this section, since you—the venue—made the booking, map the following:
Enter Owner of Venue Email and Owner of Venue Name with the details of the person who is always required to sign
Map Signee Email to the Creator Email and Signee Name to Creator First Name
At this point, you've successfully created your Zapier integration so that your users will receive your agreements upon making a booking! Should you have any questions, don't hesitate to reach out to us at info@allbooked.com—we're more than happy to help.
FAQs
Where can I find my API key?
In your Integrations settings page. Learn how to set up the AllBooked Zapier triggers using your API key in this article.
Can I send data into AllBooked from other apps?
Not at this moment. AllBooked's integrations are one-way only (from AllBooked to the outside app).