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 PandaDoc to any user who makes a booking through AllBooked. Alternatively, check out our article on how to set up an integration with DocuSign 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 a template in PandaDoc.
Login to your PandaDoc account.
Select Create new and search for the template of your choice.
For the purpose of this guide, we will select "Waiver Agreement."
Select Add 1 item.
Give a title to your document.
NOTE: There is no need to add recipients at this stage.
Select Continue.
Format the template exactly as you'd like.
Once you're happy with your form, select the three dots in the upper right hand corner of the screen, and click convert to template.
To see any of the templates you've created, click on the three lines in the upper left hand corner of the screen, and under Templates, click My Templates.
Step 2: Creating the Zapier connection.
Now that you have your newly created template, you're ready to put it to use in your Zapier integration. 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.
For Trigger Event, select 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.
Click continue with selected record.
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 PandaDoc in the pop-up window.
Under Action Event, search for Create Document.
Under Account, connect your PandaDoc account by entering your login details.
Click continue.
Under Document Name, type the name of your agreement.
Under Template, select the agreement template you created in PandaDoc.
Scroll down until you see the fields Role: Client email, Role: Client first name, and Role: Client last name. This is where you will be mapping the information from bookings.
With Role: Client email selected, hit the forward slash button (/) on your keyboard and select Holder Email from the drop down.
With Role: Client first name selected, hit the forward slash button (/) on your keyboard and select Holder First Name from the drop down.
With Role: Client last name selected, hit the forward slash button (/) on your keyboard and select Holder Last Name from the drop down.
Scroll down further until you see the fields Role: Sender email, Role: Sender first, and Role: Sender last name. Type in your email and your name, respectively.
Example:
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 agreement of your choice to create another Zapier connection. In Step 2: 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 7 of this section, since you—the venue owner—made the booking internally, map the following:
Enter details of the person who is always required to sign under Role: Sender email, Role: Sender first name, and Role: Sender last name
Map Role: Client email to Creator Email, Role: Client first name to Creator First Name, and Role: Client last name to Creator Last 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, as 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).