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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 signature rules during check-in.

Template Location

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

Where to Find It​

Settings → Check-In → Registration Card Disclaimer

Quick Reference​

SettingWhat It ControlsGuest Impact
Signature CollectionMain guest vs. all guestsWho signs during check-in
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
Recovery NoticeFailed PMS reservation, preview, or mapper statesShows reload and remove actions before you save
Disclaimer TextLegal language on the cardAppears on registration PDF
Language Status DotOut-of-date translation warning per language tabHelps you find tabs that still need updates
Include Default CardMerge default card into custom PDFAdds the standard card after your custom layout

Configure Signatures​

  1. Choose All guests must sign or Only main guest signs
  2. This applies to both assisted and self check-in flows

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. Map at least one field in the field mapper (text fields and checkbox acknowledgements)
  4. (Optional) Enable Include default registration card in PDF
  5. Click Save
PDF Only

Custom templates must be PDF files.

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

✓ Only the signature field is mapped in PMS mode. ✓ The loaded PMS card stays in your current settings state and is included when you save.

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. Keep text concise and clear
  3. 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.

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

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

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

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

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

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

Need Help?​

Contact success@vouch-technologies.com if:

  • ❌ Your PDF template upload fails
  • ❌ Field mapping is unclear
  • ❌ The card shows the wrong disclaimer or signature rules

Helpful to include:

  • Screenshot of the template section
  • The PDF file name
  • A sample registration card PDF (if allowed)