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. If your text mixes Thai, Chinese, Korean, or Latin characters, AVA renders each script with the right font on the 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 → Registration Card Disclaimer

Quick Reference

Setting	What It Controls	Guest Impact
Signature Collection	Main guest vs. all guests	Who signs during check-in
Template Type	Default, custom PDF, or PMS Registration Card	Determines card layout and mapping flow
Loaded PMS Card	The reservation card loaded from PMS preview	Saved with your current disclaimer settings
Recovery Notice	Failed PMS reservation, preview, or mapper states	Shows reload and remove actions before you save
Disclaimer Text	Legal language on the card	Appears on registration PDF
Marketing Consent	Shows the guest marketing opt-in during the signature step	Guests can choose whether to receive marketing emails
Phone Consent	Shows the guest phone opt-in during the signature step	Guests can choose whether to allow phone contact
Privacy Policy Acceptance	Shows a privacy policy during the signature step	Guests must accept it before signing when enabled
System Field Mapping	Adds reservation values to custom PDF fields	Lets you print confirmation number, room type, and nights
Travel Document Masking	Hides every mapped travel document number in the template	Keeps Travel Document Number values masked on the card
Multilingual Preview	Shows translated disclaimer content in other languages	Displays clean plain text, even when saved content is escaped markup
Mixed-script PDF output	Uses script-aware embedded fonts on the registration card	Keeps Thai, Chinese, Korean, and Latin text readable in one disclaimer
Language Status Dot	Out-of-date translation warning per language tab	Helps you find tabs that still need updates
Clear all languages	Removes every language tab at once	Use when you want to replace the full disclaimer
Include Default Card	Merge default card into custom PDF	Adds the standard card after your custom layout
Save actions	Section save and page-wide save	Both keep your latest disclaimer and card changes

Configure Signatures

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

Separate consent fields

Marketing consent controls email opt-in. Phone consent controls phone contact opt-in. Both can appear in the same signature step.

Show Marketing Consent

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

1. Go to Settings → Check-In → Registration Card Disclaimer
2. Turn on Marketing Consent
3. If you use a custom registration card, open the field mapper
4. Add the Marketing email 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. ✓ Phone consent is separate and can appear in the same signature step.

Availability

This option stays off for Opera/OHIP/OWS properties. Those properties keep their existing consent flow. For non-Opera properties, the checkbox follows your saved Streamliner setting.

Phone consent and Opera

If you show the Allow this hotel to contact me by phone checkbox, AVA sends canonical allowContactPhone data to Opera. Opera maps it to allowPhone and optInPhone. Older callers can still send Phone, and AVA keeps supporting that legacy flag.

Custom Card Reminder

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

Require Privacy Policy Acceptance

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

1. Go to Settings → Check-In → Registration Card Disclaimer
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. When you select Travel Document Number, turn on Mask Travel Document Number if you want every mapped document number hidden
6. (Optional) Enable Include default registration card in PDF
7. 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.

Thai text in tight fields

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

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

✓ 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.

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 <p> 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 and Chinese 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, or Number of Nights.

Fix:

1. Confirm you selected Custom Registration Card
2. Open the field mapper again
3. Check System Fields
4. Save the page and reload it

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

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

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

Marketing consent checkbox does not appear

What you see: You turned on Marketing Consent, but the checkbox is missing.

Fix:

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

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.

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 <p>.

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: Chinese 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.

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

Related Guides

• Registration Fields - Controls which fields appear on the card
• Privacy Policy Acceptance - Require guests to accept a privacy policy
• Purpose of Stay - Guest dropdown list
• Opera PMS Integration - Connect Opera/OHIP for PMS template mode