Organize new-client signing before the first meeting. Keep the participant record separate from programming notes, session bookings and conversations that need your attention.
Unlimited waivers. From $9/month.Organize new-client signing before the first meeting. Keep the participant record separate from programming notes, session bookings and conversations that need your attention.
Arrange approved wording and the participant details needed for new client onboarding. Publish a version when the whole form is ready.
Explore the template builderPlease review the details before you sign.
When minors participate, let the responsible guardian add their children in the form. Keep that signing role distinct from the person making the booking.
See guardian signingInvite the intended participants before the session. Review completed signatures and follow up with the right person before the arrival rush.
Explore event invitationsUse a confirmation code or a record search to check signing status. Keep any equipment, instruction and admission decisions in your normal staff procedure.
See check-in toolsInteractive product examples with sample data. Try the form blocks, invitation filters, and check-in statuses.
A new client may receive a payment link, calendar invitation, questionnaire and location instructions on the same day. Explain the waiver task in the same short checklist so it does not disappear between those messages. Tell them who the form is for and when to complete it.
If you meet clients at different venues, make the location instructions specific to the appointment. The venue's requirements and your own participation document may be different. Identify the responsible organization for each form instead of asking the client to guess which link replaces the other.
A parent, employer or partner might pay for sessions without being the participant. Keep the client's identity and required signer separate from the billing contact. For minors, use the appropriate guardian flow and resolve signing questions before the meeting starts.
Small-group sessions add another distinction: one organizer can bring several adults who each need their own process. Ask the organizer to forward participant instructions, then review actual signing completion. A message saying the group is ready is not the same as finding each required record.
Begin with the participant details and reviewed agreement text. Decide whether a question belongs in the waiver or in a separate coaching conversation. A field should have a purpose, a reviewer and a useful next action. Collecting more information is not automatically better onboarding.
Keep coaching notes out of general record tags and public-facing messages. Use a neutral session or program reference when you need to find the document later. If an answer needs a private discussion, leave enough time before activity begins rather than trying to resolve it while the next client waits.
| Field or section | Why include it |
|---|---|
| Participant details | Identify the person taking part rather than the payer. |
| Session or program | Give the document a clear operational context. |
| Guardian section | Use when a minor participates under your process. |
| Approved agreement | Keep wording review separate from software setup. |
| Signature and date | Find the completed record after the appointment. |
A client can return after a break or change the type of session they book. Use the relevant signed record and your approved policy to decide what needs updating. Do not overwrite an earlier agreement merely to make the record look current.
Waiver.com retains signed documents with their published versions. When exporting a PDF, store it where the people responsible for that client can access it appropriately. Avoid accumulating untracked copies in personal messaging apps just because that is where an appointment conversation happened.
A solo trainer cannot run a complicated reception workflow while welcoming a client. Test the exact sequence on the device you carry: find the client, confirm signing status and identify any item you must review. Keep the number of taps and the wording of the next step simple.
Prepare a fallback for an uncharged phone or unreliable venue connection. Confirm the record has reached the system before marking signing complete. After a few new-client sessions, review which instructions required explanation and improve those specific points.
Waiver.com template and version documentation ↗How draft forms, published versions and signed records relate.
Waiver.com check-in documentation ↗Why an arrival record and an admission decision are separate steps.
Choose the plan that fits your locations. Busy weekends and new participants do not add a per-waiver charge.
For one location, with room for every participant.
7-day free trial. Card required.
For businesses that need one plan across all their locations.
7-day free trial. Card required.
For organizations with requirements to work through together.
Your selected plan starts billing after the 7-day trial unless you cancel before it ends.
Text allowances renew every month. Starter includes 200 SMS and Growth includes 500 SMS each month, even when you pay annually. Extra messages are $0.02 each.
The details to work through before you introduce the new signing flow.
Clarify which organization is collecting each document and which activity it covers. Give the client distinct instructions when both processes apply. Do not promise that one form automatically replaces the other.
Plan signing around each participant and the approved signer rules. A group booking contact can coordinate links, but coordination does not make that person the signer for every adult.