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Registration Card Disclaimer

Quick Setup

Set your legal disclaimer and choose a template mode. Most properties finish in under 5 minutes.

Registration Card Disclaimer controls the legal text on the guest registration card and the guest consent options during check-in. In Settings, this section appears as Card & Consent. If your text mixes Thai, Chinese, Japanese, Korean, or Latin characters, AVA renders each script with the right font on the PDF. AVA keeps these PDFs compact, including cards with large CJK guest names. When you use a custom registration card, the disclaimer editor appears only after you enable Include default registration card in PDF.

Template Location

Registration Card Template is managed only here. You will not find it in Settings → Essentials.

Where to Find It​

Settings → Check-In → Card & Consent

Quick Reference​

SettingWhat It ControlsGuest Impact
Signature CollectionMain guest vs. all guestsWho signs during check-in
Skip registration card for childrenLets eligible children skip signingChildren can continue without a signature
Registration card exemption maximum ageSets the inclusive age cutoff from 0 to 17Children at or below the cutoff skip signing
Template TypeDefault, custom PDF, or PMS Registration CardDetermines card layout and mapping flow
Loaded PMS CardThe reservation card loaded from PMS previewSaved with your current disclaimer settings
Signature PlacementFixed coordinates or an opt-in PDF anchorKeeps the signature on the correct page when PMS content moves
Fit signature to boxCrops blank capture space before fitting handwritingMakes handwriting larger without stretching it
Recovery NoticeFailed PMS reservation, preview, or mapper statesShows reload and remove actions before you save
Disclaimer TextLegal language on the cardAppears on registration PDF
Promotional Mailing ListShows the guest marketing opt-in during the signature stepGuests can choose whether to receive promotional messages
Allow Contact PhoneShows the guest phone opt-in during the signature stepGuests can choose whether the hotel can call them
Allow Contact EmailShows the guest email opt-in during the signature stepGuests can choose whether the hotel can email them
Privacy Policy AcceptanceShows a privacy policy during the signature stepGuests must accept it before signing when enabled
Review Registration Card Before SigningShows the unsigned card before the signature stepGuests can check their card details before signing
Add agreement as an extra PDF pageAdds the configured agreement page to PMS cardsPMS PDFs include one additional agreement page when enabled
System Field MappingAdds reservation and guest document values to custom PDF fieldsLets you print confirmation number, room type, nights, and document dates
Guest Field MappingAdds configured guest fields to custom PDF fieldsLets you print fields such as Company and Occupation
Assisting Staff NamePrints the verified staff member who first assisted the guestShows staff attribution on mapped PMS or custom cards
Document Date MappingMaps existing guest document dates to custom PDF fieldsPrints issue and expiry dates when the guest record contains them
Travel Document MaskingHides every mapped travel document number in the templateKeeps Travel Document Number values masked on the card
Multilingual PreviewShows translated disclaimer content in other languagesDisplays clean plain text, even when saved content is escaped markup
Mixed-script PDF outputUses compact, script-aware embedded fontsKeeps Thai, Chinese, Japanese, Korean, and Latin text readable in one disclaimer
Language Status DotOut-of-date translation warning per language tabHelps you find tabs that still need updates
Clear all languagesRemoves every language tab at onceUse when you want to replace the full disclaimer
Include Default CardMerge default card into custom PDFAdds the standard card after your custom layout and shows the disclaimer editor
Save actionsSection save and page-wide saveBoth keep your latest disclaimer and card changes

Configure Signatures and Consents​

  1. Choose All guests must sign or Only main guest signs
  2. Turn on the consent options your hotel needs
  3. This applies to both assisted and self check-in flows

Let Children Skip the Registration Card​

Use this option when a parent or guardian signs for children. It applies to Pre-arrival, Self Check-In, and Assisted Check-In.

The option appears only when All guests must sign the registration card is selected. It is off by default.

  1. Go to Settings → Check-In → Card & Consent

  2. Select All guests must sign the registration card.

  3. Turn on Skip registration card for children.

  4. Enter a whole-number Registration card exemption maximum age from 0 to 17.

  5. Click Save.

    ✓ Children at or below the cutoff can continue without signing. ✓ The main guest and room representative still sign.

This age setting is separate

The exemption cutoff does not change Child Maximum Age. It also does not change Facial Verification Exemption Maximum Age.

When a child qualifies​

AVA skips the signature only when every condition below is true:

  • Skip registration card for children is on.
  • ID Scan is on.
  • The guest's document was scanned during this check-in.
  • The scanned document has a complete date of birth.
  • The guest is at or below the saved age cutoff.
  • The guest is not the room's main guest or registration representative.

A PMS profile document does not count as a scan for this exemption. Missing, partial, or unreadable birth dates do not qualify.

What the guest sees​

An exempt child moves from guest information to facial verification, or finishes the flow. The signature step does not block room readiness, guest sync, or verified-guest keycards. Command Center shows the registration card stage as Success with Not required for children.

No registration card is created for a child who does not sign. If the child signs as the room representative, AVA creates the signed card as usual.

The room representative still signs

The exemption never removes the representative's signature. The room waits for that signature before initial room check-in continues.

Facial verification exemption

When Skip Child Facial Verification is enabled, an exempt child's facial stage now completes. The stage shows Success with Not required for children. A failed facial attempt still shows Failed.

A child still sees the signature step​

What you see: A child is still asked to sign.

Fix:

  1. Confirm All guests must sign the registration card is selected.
  2. Confirm Skip registration card for children is on.
  3. Confirm ID Scan is on for the active check-in mode.
  4. Check that the document was scanned during this check-in.
  5. Confirm the document has a complete date of birth.
  6. Check that the child is not the room's main guest or representative.
  7. Confirm the age is at or below Registration card exemption maximum age.
  8. Click Save, then start a new check-in session.

A child is exempt but still has a card​

What you see: A child has a registration card even though the exemption is enabled.

Why this happens: The child signed earlier, or signed as the room representative.

Fix:

  1. Check whether the child signed during this or an earlier check-in attempt.
  2. Confirm the child was not the room representative.
  3. Open the latest registration card record.

AVA keeps cards created from valid signatures. The exemption prevents a new signature requirement, but does not delete an existing card.

Separate consent fields

Each consent option works independently. Guests can see one, two, or all three options in the same signature step. Each enabled option appears in its own bordered row with a larger clickable area. Selected rows are highlighted, and keyboard users see a visible focus outline. These controls are available for every PMS type.

Show the Registration Card Before Signing​

Turn on this option when guests should review their registration card before signing.

  1. Go to Settings → Check-In → Card & Consent
  2. Turn on Review Registration Card Before Signing
  3. Click Save

✓ The setting applies to Pre-arrival and Check-In together. ✓ Check-In includes self check-in and assisted check-in. ✓ Assisted check-in includes one-device and two-device ACI journeys.

The setting is off by default. Existing guests continue using the previous signature flow.

AVA stores the two mode values for compatibility, but this switch controls both values together. If an older configuration differs between modes, AVA shows Currently enabled for some modes. Changing the switch applies the same choice to both modes.

What guests see​

  1. The guest selects Sign from the registration step.
  2. AVA shows the animated Vouch loading mark while it fetches and renders the preview.
  3. AVA opens a readable registration-card preview after rendering finishes.
  4. The guest selects Sign again after reviewing the card.
  5. AVA opens the signature modal.

The preview includes the guest's current optional consent choices and signing language. If the guest changes either choice, AVA refreshes the card before saving the signature. The guest cannot sign or save until the refreshed PDF finishes rendering.

After review, the signature modal keeps the required agreement checkbox. Guests can review the card again without losing their signing draft. Configured privacy-policy details remain available in a compact disclosure. After a successful review, the signing controls use the modal's full width. If the guest returns to review without changing the guest context, language, or consent, AVA reuses the preview. Changed details trigger a new preview.

Terms fallback

If the card does not include the configured agreement text, AVA shows Terms & Conditions before signing.

Preview does not save the card

Reviewing the card does not store a signature, advance check-in, or send a PMS attachment. The signed card is created only after the guest completes signing.

If the preview cannot load​

The guest can select Retry or continue to the Terms & Conditions fallback. The guest can then complete the normal signature flow.

The signature step uses the active check-in language for built-in consent labels. This includes promotional mailing list, phone contact, and email contact labels.

Hotel-configured copy takes priority when a translation exists for that language. If configured copy is missing, AVA uses its translated label instead of English.

This behavior applies to the guest signature modal and the staff signature preview.

Use this when you want the check-in signature step to show the promotional mailing list opt-in checkbox.

  1. Go to Settings → Check-In → Card & Consent
  2. Turn on Promotional Mailing List
  3. If you use a custom registration card, open the field mapper
  4. Add the matching consent checkbox where you want it to appear
  5. Click Save

✓ Guests see the opt-in checkbox on the signature step. ✓ Custom registration cards can render the same checkbox in the mapped field position.

Custom Card Reminder

If you use a custom registration card, the checkbox only appears after you map it in the field mapper.

How the Marketing Option Starts​

For a property without a saved choice, AVA chooses the starting state automatically.

  • Mews starts Promotional Mailing List enabled when it can save guest marketing consent.
  • Other PMS connections start it disabled unless their capability supports consent syncing.
  • Missing PMS capability information also starts it disabled.
  • A saved choice always overrides the automatic starting state.

If you change the switch before saving, AVA keeps your unsaved choice while capabilities load.

Existing settings

Saved settings do not change when your PMS capability information refreshes.

Use this when you want the signature step to show the phone contact opt-in checkbox.

  1. Go to Settings → Check-In → Card & Consent
  2. Turn on Allow Contact Phone
  3. If you use a custom registration card, open the field mapper
  4. Add the matching consent checkbox where you want it to appear
  5. Click Save

✓ Guests see the phone contact checkbox on the signature step. ✓ Custom registration cards can render the same checkbox in the mapped field position.

Use this when you want the signature step to show the email contact opt-in checkbox.

  1. Go to Settings → Check-In → Card & Consent
  2. Turn on Allow Contact Email
  3. If you use a custom registration card, open the field mapper
  4. Add the matching consent checkbox where you want it to appear
  5. Click Save

✓ Guests see the email contact checkbox on the signature step. ✓ Custom registration cards can render the same checkbox in the mapped field position.

Require Privacy Policy Acceptance​

Use this when guests must view and accept a privacy policy before signing.

  1. Go to Settings → Check-In → Card & Consent
  2. Turn on Require Privacy Policy acceptance
  3. Choose Use Vouch privacy policy template or Use the hotel's own privacy policy
  4. Review the staff-only Notice for use
  5. Confirm the guest-facing policy text is complete
  6. Click Save

✓ Guests see a Privacy Policy tab and acceptance checkbox during the signature step.

Separate guide

For setup steps, policy options, translations, and troubleshooting, see Privacy Policy Acceptance.

Card language

When AVA appends the default registration card page, it uses the selected language first. If you do not pick one, AVA uses the guest's stored signing language. If neither exists, AVA falls back to English.

Custom PDF pages keep your uploaded layout. Only the appended default page changes with the language choice.

Choose a Template​

Default Registration Card​

Use AVA's built-in template and edit the disclaimer text below.

Custom Registration Card (PDF)​

  1. Select Custom Registration Card
  2. Upload a PDF template
  3. Open the field mapper and map at least one field
  4. Use System Fields for reservation values like Confirmation Number, Room Type, and Number of Nights
  5. Use Identity Documents for Travel Document Issue Date and Travel Document Expiry Date
  6. When you select Travel Document Number, turn on Mask Travel Document Number if you want every mapped document number hidden
  7. (Optional) Enable Include default registration card in PDF
  8. Click Save
PDF Only

Custom templates must be PDF files.

Template-wide masking

Mask Travel Document Number applies to the whole template. If you turn it on for one mapping, every Travel Document Number mapping stays masked.

Public Asset URLs

Registration-template PDFs use PUBLIC_ASSET_BASE_URL when your environment sets it. Older saved templates still open correctly because AVA normalizes the stored URL on read.

Address field precedence

On custom PDFs, Address uses the guest-entered value first. If that field is blank, AVA falls back to the scanned document address. This keeps the printed card aligned with the saved guest profile.

Fit a signature inside its mapped box​

Use this when captured handwriting looks small or offset inside the signature area.

  1. Select Custom Registration Card or PMS Registration Card.
  2. Open the field mapper and select the Signature mapping.
  3. Turn on Fit signature to box.
  4. Confirm the mapped box surrounds the intended signing area.
  5. Click Save, then generate a new registration card.

AVA removes blank space around the handwriting before fitting it inside the box. It keeps the original proportions, centers the result horizontally, and aligns it at the bottom.

The setting is off by default. Missing or disabled fitting keeps the existing full-canvas rendering. For custom cards, fitting is saved separately for each signature mapping. For PMS cards, fitting follows the saved fixed, anchored, or manually corrected placement.

Review tall boxes

A tall signature box can make handwriting overlap printed text after fitting. Review a newly generated PDF before using the card. Adjust the box or turn fitting off when the result is unsuitable.

Map Company on a custom card​

Use this when your custom registration card should show a guest's company name.

  1. Select Custom Registration Card and upload your PDF.

  2. Open the field mapper.

  3. Find Company under Additional Information.

  4. Place Company in the matching PDF field.

  5. Click Save.

    ✓ AVA includes the saved Company value when the guest record contains one.

Registration field setting

Enable Company in Registration Fields before guests or staff enter it. The field mapper lists Company even when the registration field is hidden.

Document date values

The date mappings use issue and expiry dates saved from scans or manual guest entry. If AVA has no date, the mapped PDF field remains empty. The registration-field setting controls guest-form visibility, not whether a stored date can be mapped.

Custom card layout

In custom mode, the Current Template card sits under Include default registration card in PDF. The Registration Card Disclaimer editor appears only when that checkbox is on.

Thai text in tight fields

Custom PDF field mappings keep below-base Thai vowels visible, even with tight line heights.

Use this when your card should identify the staff member who assisted the guest.

  1. Select Custom Registration Card or PMS Registration Card.
  2. Open the field mapper.
  3. Choose Assisting Staff Name.
  4. Place the field where the staff name should appear.
  5. Set the optional prefix. The default is Assisted by:.
  6. Set the field rotation to 0°, 90°, 180°, or 270°.
  7. Save the mapping.

✓ A new assisted check-in card shows Assisted by: <staff name> by default. ✓ Leave the prefix empty to print only the staff name.

Verified attribution

AVA records the verified ACI account from the first accepted guest signature. It keeps that name when staff regenerate the card later. The employee regenerating the PDF does not replace the recorded name.

Optional field behavior

Mapping enables this feature. You do not need another setting. AVA omits the field when no verified account was recorded. It also omits values that cannot fit or render safely in the mapped area. The rest of the signed card still generates.

Prefix settings are saved per mapping

Use a custom prefix for one mapping without changing other staff-name mappings. Older mappings keep the default Assisted by: prefix until you edit them.

Existing cards

Existing signed cards are not attributed retroactively. Generate a new card after saving the mapping to see staff attribution. An explicit reservation reset clears the recorded attribution.

Use Purpose of Stay in a Checkbox Rule​

Use this when a custom checkbox should match the guest's Purpose of Stay.

  1. Select Custom Registration Card and upload your PDF.
  2. Open the field mapper.
  3. In Variable, choose Purpose of Stay.
  4. In Condition Value, pick the guest purpose code.
  5. Click Save.

✓ AVA saves the code, not the guest-facing label.

Matching behavior

Use the exact purpose Code here. AVA compares the code as a string. Boolean checkbox rules still use true and false.

Empty Value List

If the value dropdown is disabled, add Purpose of Stay options first. Go to Settings → Check-In → Purpose of Stay and save at least one option.

PMS Registration Card (Opera only)​

Use this mode when your active PMS provider is Opera/OHIP.

  1. Select PMS Registration Card
  2. In Load PMS Registration Card, choose a recent reservation
  3. Click Load Registration Card
  4. Click Map Signature
  5. Place the Signature field on the loaded card
  6. Click Save

✓ PMS mode supports the signature field and the optional Assisting Staff Name field. ✓ The loaded PMS card stays in your current settings state and is included when you save.

Add an agreement page to PMS cards​

Use this when your PMS card needs AVA's configured agreement as an extra PDF page.

  1. Select PMS Registration Card.
  2. Turn on Add agreement as an extra PDF page.
  3. Confirm your agreement text under Disclaimer Text.
  4. Click Save.

✓ New PMS cards include the agreement page after the original PMS pages. ✓ The option is off by default. ✓ Turning it off keeps the original PMS pages only.

Custom cards use a separate setting

For a custom card, Include default registration card in PDF controls whether AVA adds the default card. The PMS agreement option does not change custom-only PDFs.

Existing PDFs

Changing this setting does not alter saved or uploaded PDFs. Generate a new registration card to apply the updated page setting.

Follow a moving signature section​

Fixed placement remains the default for PMS registration cards. Use an opt-in anchor when billing instructions can move the signature section between pages.

  1. Load a recent PMS registration card that represents your hotel's current layout.
  2. Configure the anchor against the exact signature label or form field shown in the PDF.
  3. Add context when similar signature labels appear more than once.
  4. Save the mapping, then review a newly loaded PMS card.

AVA follows a matching signature target to its actual page and position. It keeps SIGNATURE: and GUEST SIGNATURE as separate targets. If the target is missing or ambiguous, AVA pauses publication for staff review.

If the signature overlaps printed PDF text, AVA shows a warning and continues generating the card. The selected page, position, and signature dimensions remain unchanged. Review the generated PDF before using it when the warning appears.

If the saved signature area reaches a page edge, AVA fits the complete signature inside that page. The generated card remains available, and AVA saves a placement-adjusted warning for staff review.

Choose Cancel to return to the mapper and adjust the signature. Choose Continue to save the unchanged mapping and generate the card.

The signature box keeps its saved offset, width, and height relative to the target. Use Nearby identifying text when the same label appears more than once.

Review the source PDF first

Enable anchor placement only after checking a current PMS card. Different hotels can use different labels, fields, and page layouts.

For a card that requires review, use Signature placement needs review.

Place a signature on a returned card​

Use this one-time review when AVA cannot resolve the configured target safely.

  1. Open Operations → Check-In/Out Logs.
  2. Open the affected reservation's Reservation Details.
  3. Find the affected guest and click Place signature manually.
  4. Review the actual PMS card returned for that guest.
  5. Drag and resize the signature box over the blank signature area.
  6. Save the placement, then generate the registration card again.

The review uses the selected guest, language, and card context. It applies only to that returned card. If the reservation changes, start a new review.

Reservation date windows

The reservation picker uses your hotel timezone. If you enter only one date, AVA fills the missing bound. If the range is reversed, AVA corrects it before loading reservations.

Opera Requirement

PMS Registration Card mode is available only when your property is connected to Opera/OHIP.

Recovery Flow

If the reservation list fails, click Refresh Reservations and try loading again. If the preview fails, use Reload Registration Card. If the card is broken, use Remove Current Template first, then load a fresh card.

Edit Disclaimer Text​

The disclaimer supports multiple languages.

  1. Use the language tabs to enter each translation
  2. If you need to remove the disclaimer from every tab, click Clear all languages
  3. Keep text concise and clear
  4. Click Save

When you change one language, other tabs may show an amber dot. This means they may need re-translation. Use the banner count to see how many tabs still need updates.

The View content in other languages preview always shows readable text. It strips tags and escaped markup, so you do not see raw &lt;p&gt; values. Blank or markup-only translations still behave like empty content.

Mixed-script disclaimers also print correctly on the PDF. You do not need separate templates for Thai, Chinese, Japanese, or Korean text.

When AVA generates the default disclaimer page, it uses the selected language first. That helps the appended page match the language the guest signed in with. English is the fallback when no stored language exists.

Save behavior

If you edit the disclaimer and click Save All or Save right away, AVA saves your latest text and card setup.

Troubleshooting​

Custom template won't save​

What you see: Save fails or warns about mapping

Fix:

  • Upload a PDF file
  • Map at least one field before saving

New system fields are missing​

What you see: You cannot find Confirmation Number, Room Type, Number of Nights, or document dates.

Fix:

  1. Confirm you selected Custom Registration Card
  2. Open the field mapper again
  3. Check System Fields for reservation values, or Identity Documents for document dates
  4. Save the page and reload it

Document dates are blank on the PDF​

What you see: The mapped Travel Document Issue Date or Travel Document Expiry Date field is empty.

Fix:

  1. Open the guest record and confirm the document contains the needed date
  2. Confirm the correct field is mapped under Identity Documents
  3. Save the registration-card settings
  4. Generate a new registration card

Travel document masking does not apply​

What you see: The travel document number still appears on the custom card.

Fix:

  1. Open a Travel Document Number mapping
  2. Turn on Mask Travel Document Number
  3. Click Save
  4. Regenerate the preview or registration card

Handwriting looks too small or offset​

What you see: The signature is tiny or sits away from the mapped box.

Fix:

  1. Open Settings → Check-In → Card & Consent.
  2. Open the field mapper for the current card template.
  3. Select the Signature mapping.
  4. Turn on Fit signature to box.
  5. Check that the box covers the intended blank signing area.
  6. Click Save and generate a new registration card.

✓ AVA crops blank space around the handwriting and preserves its proportions.

If the result overlaps printed text, resize the box or turn fitting off. Existing PDFs do not change automatically. Regenerate the card after changing the setting.

Assisting staff is missing from the card​

What you see: The mapped staff field is blank or absent.

Fix:

  1. Confirm the guest completed the first accepted signature in a verified ACI session.
  2. Open the field mapper and confirm Assisting Staff Name is mapped.
  3. Check that the mapped area is large enough for the prefix and name.
  4. Confirm the selected rotation is 0°, 90°, 180°, or 270°.
  5. Save the mapping and generate a new registration card.

The field stays empty for cards signed before verified staff attribution was available.

The wrong staff member appears after regeneration​

What you see: You expect the employee regenerating the PDF to appear.

Fix:

AVA uses the verified account recorded with the guest's first accepted signature. It does not replace that snapshot when another employee regenerates the card. If the attribution is incorrect, reset the reservation explicitly and complete a new assisted signature.

PMS template mode is unavailable​

What you see: You cannot use PMS Registration Card, or save fails with an Opera-only message.

Fix:

  • Confirm your active PMS is Opera
  • Go to Settings → Essentials → PMS Integration
  • Save valid Opera credentials, then return to Settings → Check-In

PDF preview opens the wrong host​

What you see: The field mapper preview loads from a storage host instead of your public asset host.

Fix:

  1. Confirm your deployment sets PUBLIC_ASSET_BASE_URL
  2. Reload Registration Card Disclaimer
  3. Open the PDF preview again
  4. If the issue continues, contact your AVA administrator or support team

PMS template won't load​

What you see: "Failed to load recent reservations" or "Failed to load PMS registration card."

Fix:

  1. Confirm Opera integration is active
  2. Click Refresh Reservations
  3. Pick a different reservation if the list looks stale
  4. Verify the reservation has a registration card available in PMS

PMS preview fails in the field mapper​

What you see: The field mapper shows "Failed to load PDF" after you open the preview.

Fix:

  1. Click Reload Registration Card
  2. If the card still looks broken, click Remove Current Template
  3. Load the card again
  4. Map the Signature field before saving

Signature placement needs review​

What you see: The card is not published, or AVA shows SIGNATURE_PLACEMENT_REVIEW_REQUIRED.

Why this happens: AVA could not safely identify the configured signature target. The target may be missing, repeated, covered by a form widget, or unclear in the PDF.

Fix:

  1. Open a fresh PMS registration-card preview.
  2. Confirm that you are reviewing the exact PDF returned by the PMS.
  3. Use the manual placement control and place the signature in the blank signature area.
  4. Save the reviewed placement and generate the card again.
  5. If AVA still blocks the card, contact support with the reservation and source PDF details.
Safe placement checks

AVA removes eligible unsigned signature widgets before stamping. It rejects signed, repeated, or overlapping widgets that cannot safely receive the signature.

Signature overlaps printed text​

What you see: AVA warns that the signature overlaps printed PDF text.

Why this happens: The configured signature position covers text in the PMS card.

Fix:

  1. Review the generated registration card PDF.
  2. Confirm the signature remains readable and does not hide required information.
  3. Choose Cancel in the warning to adjust the mapping.
  4. If needed, open the returned card and click Place signature manually.
  5. Move or resize the signature over a blank area.
  6. Save the placement, then generate the registration card again.

Choose Continue only when the unchanged signature placement is acceptable.

Advisory warning

Printed-text overlap does not block card generation. Missing or ambiguous targets, invalid geometry, and unsafe signature widgets still require review.

Signature placement was adjusted​

What you see: The card opens, but Command Center shows a placement warning.

Why this happens: The saved signature area reached a page edge or exceeded the page size. AVA fitted the signature area inside the matched PDF page before generating the card.

Fix:

  1. Open the generated registration card from Command Center → View Details.
  2. Check that the complete signature is inside the page and does not hide required text.
  3. If the placement is acceptable, continue using the card.
  4. If it is not acceptable, choose the manual signature-placement action.
  5. Move or resize the signature over a blank area, then save the correction.

✓ AVA regenerates the guest's card with the corrected placement. ✓ The warning clears after a successful generation needs no adjustment.

Exact target matching

AVA still requires one exact signature target. Missing or ambiguous labels, unsupported rotation, and invalid inputs require manual recovery.

Purpose of Stay is missing in the field mapper​

What you see: You cannot select Purpose of Stay in the custom checkbox variable list.

Fix:

  1. Open Settings → Check-In → Purpose of Stay
  2. Add at least one option and click Save purpose of stay options
  3. Return to Registration Card Disclaimer and open the field mapper again
  4. Refresh the page if the list still looks empty

What you see: You turned on a consent option, but the checkbox is missing.

Fix:

  1. Confirm you are on Settings → Check-In → Card & Consent
  2. Check that the matching consent option is turned on
  3. If you use a custom registration card, map the matching consent field in the field mapper
  4. Save the page again and reload the registration card preview

What you see: Promotional Mailing List is unchecked for a new or unsaved setup.

Why it happens: AVA starts the option unchecked when the PMS cannot confirm consent syncing.

Fix:

  1. Confirm your PMS connection is active.
  2. Turn on Promotional Mailing List if your hotel wants to collect consent.
  3. Click Save.

Your saved choice remains active after PMS capability information refreshes.

Privacy policy checkbox does not appear​

What you see: You turned on Require Privacy Policy acceptance, but guests do not see the privacy policy checkbox.

Fix:

  1. Confirm the setting is on in Registration Card Disclaimer
  2. Confirm the policy content is not blank
  3. Save the page again
  4. Test the signature step with a new check-in

See Privacy Policy Acceptance for the full setup guide.

Registration card review does not appear​

What you see: Selecting Sign opens the signature modal immediately.

Fix:

  1. Open Settings → Check-In → Card & Consent.
  2. Confirm Review Registration Card Before Signing is on.
  3. Click Save.
  4. Start a new guest signature step.

The switch affects Pre-arrival, self check-in, and assisted check-in together.

If AVA shows Currently enabled for some modes, change the switch once. Then save the setting to apply one choice across all three guest journeys.

Registration card preview will not load​

What you see: The animated Vouch mark remains visible, or AVA shows a preview error.

Fix:

  1. Wait for the PDF to finish rendering before selecting Sign.
  2. If an error appears, select Retry.
  3. If it still fails, select Terms & Conditions.
  4. Complete the signature from the fallback flow.
  5. Contact support if the error affects multiple guests.

Save is blocked after a PMS recovery error​

What you see: Save Disclaimer stays disabled after a PMS preview or load failure.

Fix:

  1. Clear the broken preview with Reload Registration Card
  2. Map the Signature field again
  3. Click Save
  4. If needed, use Remove Current Template and start over with a new reservation

PMS signature mapping required​

What you see: Save is blocked for PMS template mode.

Fix:

  1. Click Map Signature
  2. Place the Signature field on the template
  3. Save again

PMS card or template changes do not persist​

What you see: You load a PMS card or switch template type, but expected changes are not reflected after save.

Fix:

  1. Make all changes in the current card first (Template Type, loaded PMS card, disclaimer text, and signature rules)
  2. Click Save once after all edits
  3. Re-open Registration Card Disclaimer and confirm values
  4. If values still look old, refresh the page and retry save

A language is missing from regeneration​

What you see: The language you expect is missing from the dropdown in Reservation Details.

Fix:

  1. Open Settings → Essentials → Supported Languages
  2. Confirm the language is enabled
  3. Add disclaimer text for that language here
  4. Click Save and return to Reservation Details
  5. If the guest already signed, check whether the stored signing language is different

Disclaimer not showing on the PDF​

What you see: The PDF is missing your text

Fix:

  • Confirm you are using the Default Registration Card, or
  • Enable Include default registration card in PDF when using a custom template
Language-specific output

Only the appended default registration card page changes with the selected language. Your uploaded custom PDF stays the same.

Address on the custom card looks wrong​

What you see: The street line on the PDF does not match the guest-entered address.

Fix:

  1. Open the guest details and check Address.
  2. Correct the guest-entered address if needed.
  3. Save the check-in record again.
  4. Regenerate the registration card.
OCR fallback

AVA uses the scanned document address only when the guest-entered address is empty.

Wrong signature requirement​

What you see: Only the main guest signs (or everyone signs)

Fix:

  • Update Signature Collection and click Save

Amber dot appears on language tabs​

What you see: One or more tabs show an amber dot or "out of date" label.

Fix:

  1. Open each flagged language tab
  2. Update the disclaimer text or run auto-translate
  3. Save your changes
  4. Re-open the page and confirm dots are gone

Multilingual preview shows raw markup​

What you see: The View content in other languages preview shows escaped tags like &lt;p&gt;.

Fix:

  1. Re-open Registration Card Disclaimer
  2. Check the translated text in the affected language tab
  3. Click Save again
  4. Open the multilingual preview again

If the text still looks wrong, clear the tab and enter the translation again.

Mixed-script text prints as boxes or broken Thai spacing​

What you see: CJK characters show as empty boxes, or Thai marks look spaced out on the registration card.

Fix:

  1. Save the disclaimer again.
  2. Generate a fresh registration card from the latest check-in.
  3. Download the newest PDF instead of reopening an older file.
  4. If the new PDF still looks wrong, contact support with a screenshot.

Registration card shows a network error​

What you see: The registration card viewer shows "Network Error," especially for a guest with a long CJK name.

Fix:

  1. Refresh Reservation Details.
  2. Generate the registration card again.
  3. Open the newest PDF from the registration card thumbnail.
  4. If the error continues, contact support with the guest language and reservation number.

PMS card has an unexpected agreement page​

What you see: A PMS registration card contains an extra agreement page.

Fix:

  1. Open Settings → Check-In → Card & Consent.
  2. Select PMS Registration Card.
  3. Turn off Add agreement as an extra PDF page.
  4. Click Save.
  5. Generate the registration card again.

If the extra page appears only on a custom card, check Include default registration card in PDF instead.

Thai vowels clip in a custom PDF​

What you see: Below-base Thai vowels disappear in a custom registration card PDF.

Fix:

  1. Generate a fresh registration card from the latest saved template.
  2. Re-open the field mapper and click Save if the card was created before the fix.
  3. Download the newest PDF instead of reopening an older file.
  4. If the new PDF still looks wrong, contact support with a screenshot.

Still Stuck?​

Contact success@vouch-technologies.com if:

  • ❌ The registration card does not save after translation changes
  • ❌ The multilingual preview still shows raw markup after a refresh
  • ❌ You need help checking template mappings or consent settings

Helpful to include:

  • Screenshot of the multilingual preview
  • The language you edited
  • The text you pasted into the translation tab