Managing Documents in Mangobeds

Every property deals with documents — agreements, ID copies, contracts, house rules, receipts. Mangobeds gives you a complete set of tools to manage all of this without leaving the platform.

Here’s what you can do:

Add Documents to Bookings

Upload files directly to any booking — PDFs, images, or any supporting document. Both you and your guests can upload, so there’s no need for email back and forth.

Find and Rename Documents

The Documents app lists the documents of every booking in your property. Type in the search box next to Add document to find one by its file name. Any part of the name is enough, so a contract number or a guest’s surname takes you straight to the document. Click Go to booking in the document’s menu to open the booking it belongs to.

Renaming a document: open the menu on the document, click Edit file name and type the new name. The file type, like .pdf or .jpg, stays as it is. You can do this from the Documents app or from a booking’s Documents tab.
One name per document: two documents in the same property can’t share a name. If the name you type is already taken, Mangobeds tells you which one to change.
Links keep working: the new name shows everywhere in Mangobeds and in the Guest Portal, and any link you already sent still opens the same file.
A tip for contracts: put the contract number in the file name. If you ask guests to write that number when they pay by bank transfer, you can match each payment to its booking by searching for it.
Last updated: each document shows when it was last changed, next to the date it was uploaded.

Create Reusable Document Templates

Stop writing the same rental agreement or community rules from scratch for every guest. Create a template once with variables like the guest’s name, check-in date, and total price — then generate a pre-filled PDF for any booking in seconds.

Send Documents Automatically

Each template has its own variable, named after the template, that you can drop into any communication. Write a line like Your document is ready to sign here: {{DOC_RENTAL_AGREEMENT}} in the email you send when a booking is confirmed, and every booking that receives it gets its own agreement, generated on the spot and waiting for the guest’s signature in the Guest Portal.

Send Documents with a Communication

Already have the document on the booking, like an invoice made in your own accounting tool? Send it along with any communication. Open the booking, go to the Communications tab, click Send, pick the communication and the channel, and tick the documents you want to include.

What your guest receives: the message as usual, with a button at the end that opens the documents in their Guest Portal. They never see a raw file link, and a document you delete later simply disappears from their list.
Which channels: email, plus messages through Booking.com, Airbnb, Expedia and Coliving.com, where the link is added as plain text. WhatsApp sends your approved template exactly as written, so documents can’t be added there.
No documents yet: upload them from the booking’s Documents tab first, then come back and send.

Get Documents Signed by Your Guests

Need a signed rental agreement or liability waiver? Request a signature on any document and your guest can sign it directly from the Guest Portal. Track the signing status from your dashboard.

The Full Workflow

The three features work best together. Here’s a typical workflow:

Create a template for your rental agreement with variables for guest details
Generate a document from that template when a new booking comes in, by hand or automatically by putting the template’s variable in one of your communications
Request a signature from the guest
The guest signs it from the Guest Portal before check-in

All done from within Mangobeds — no external tools needed.

Getting Started

To start managing documents, go to your property’s Apps section and open the Documents app. From there you can create your first template. To manage documents for a specific booking, open the booking and go to the Documents tab.