Navigating Certify NextGen — Tips & Tricks

Hyatt NG — Navigating Certify NextGen

Logging In

Once added as a user to your hotel's Certify portal, you will receive an email with the unique URL for your property. On the login page, click Login with Enterprise ID and sign in using your Global ID through Hyatt's Single Sign-On.

The Sales and Events team accesses Certify through Envision and will be taken directly to the folder maintenance page. The Finance team and other departments without Envision access log in directly using the hotel's unique URL.

Dashboard Overview

To return to the dashboard at any time, click the logo in the top left. The main navigation buttons are:

• Create New — creates a new folder for a signature or payment request. See the separate sending video for instructions.
• View Folders — view all folders sent from your property.
• Tasks — used by the Sales and Events team to counter-sign documents.
• Reports — used by the Finance team to reconcile group and event payments. See the Certify NextGen for Finance video.
• Administration — accessed by Certify Super Admins for property-level settings. See the Super Admin Tasks video.

Locating a Folder

1. Select View Folders from the dashboard.
2. If you are a Power Admin or Super Admin, select All Items to view all folders sent from your property. Set this as your default view so it loads automatically each time.
3. Select Advanced to access additional search filters including date range, participant email, owner email, folder contents (payments, documents), and folder status (active, archived, or deleted).
4. Search by booking number — enter it in the booking number field at the bottom and click Search.
5. If the folder does not appear, expand the Created On date range to search for older folders.

Quick View vs. Folder Maintenance Page

Click the arrow (carrot) to the left of a folder name for a quick overview of its contents — signed documents, payments, and statuses — without leaving the search results page. You can view a signed document or payment receipt from here.

For full options, click the folder name to open the folder maintenance page. Some actions are only available from the folder maintenance page.

Folder Maintenance Page — Key Fields

• Auto Expire Date — the date after which the client cannot access the document for signature.
• Event Date — controls payment options. Hyatt does not allow ACH payments within 5 business days of the event date. If paying within 5 days, the customer will only be given the option to pay by credit card.
• Opera Confirmation Code — will facilitate future auto-posting of payments in Opera.
• Booking Number, Customer Name, PM Number — auto-populate from Envision.

Folder Contents

All documents and payments associated with the folder are listed here. Click the carrot next to any line item for additional detail. Hover over status icons to see where each item is in the process. Color-coded statuses indicate signed, paid, or awaiting action.

Available actions per item:

• View Signed Document — documents are stored in Certify for one year and can be viewed or downloaded at any time.
• View Receipt — view the payment receipt.
• Clone / Refund — requires special permission granted by your Certify Super Admin. If you do not see these options, contact your Super Admin. See the Super Admin Tasks video.
• More Actions (ellipsis) — options vary by status and include replace document, expire, unexpire, and view document details.

Adding a Payment Request

Payment requests should be added through Envision's Deposits and Payments section. If a payment must be added directly in Certify:

1. Select Add Actions next to the folder contents area.
2. Select Add Payment or Authorization from the options.
3. Enter the amount and due date.
4. Assign the payer by selecting the appropriate participant from the dropdown.
5. Click Add Payment.

Participant Tiles

Participant tiles appear at the bottom of the folder maintenance page. Each tile shows the participant's role and signing status:

• Blue icon — task not yet completed
• Green icon — task completed
• Red icon — participant declined to sign

If no document has been signed and no payment has been made, participants can still be edited or removed using the pencil or remove icons on the tile.

To send a payment request, locate the participant tile for the payer and click the envelope (resend invitation) icon. Type a message and click Send Message. The last invite date on the tile will update to confirm delivery.

Conversation Section

Comments left by participants on the Certify landing page appear in the Conversation section at the bottom of the folder. The folder owner receives an email notification when a comment is posted and can read and respond directly from this section.

Folder Options (Top Right Ellipsis)

• Resend Invites — resend the invitation to participants.
• View Folder Activity — displays a full audit trail of all participant actions.
• View Folder Certificate — downloads the audit trail in printable form.
• Participant View — opens the signing room so you can see the document from the participant's perspective and review any comments.
• Archive Folder — moves the folder from the active list to the archived list. The folder remains accessible — this is an organizational tool only. Archive folders once all tasks are complete to keep your active view clean.