Give guests a private, readable way to complete their form in advance. Keep the signature and the information your team needs organized around the actual appointment.
Unlimited waivers. From $9/month.
Collect the details you need before an appointment, with a thoughtful approach to sensitive answers.
Arrange your reviewed service information and questions in a mobile flow that guests can complete before their appointment.
Plan your intake formPlease review the details before you sign.
Send email or text invitations and review completion, keeping sensitive answers out of the reminder message.
Prepare a private arrivalCheck waiver status, then route any outstanding review to the team member responsible for the service.
Clarify the review handoffLink minors to the adult signer while following the separate consent requirements for your actual service.
Plan guardian participationInteractive product examples with sample data. Try the form blocks, invitation filters, and check-in statuses.
A guest may be coming to relax, trying a new service, or sharing information they would rather not discuss within earshot of the next appointment. Send the appropriate form before the visit and explain why the team needs it. Keep the invitation practical: which appointment it relates to, when to finish, and how to contact you with a question.
A public link, an embed, or an email or text invitation can point the guest to the signing page. Keep sensitive details out of the reminder itself. The purpose of the message is to help someone reach their form, not to summarize their answers in a notification that may appear on a shared screen.
For a walk-in or incomplete form, offer a tablet with enough privacy to read and respond. Confirm completion without asking reception staff to read personal answers aloud. Decide who can handle questions and give the guest an appropriate route to that person before the appointment starts.
Separate what reception needs to know from what a qualified practitioner needs to review. An appointment can be booked and a form can be signed while a question still needs attention. Keep those states clear so the signature does not accidentally become a signal that the service has been approved.
Questions with flag rules can highlight an answer for your staff process. They do not diagnose, assess contraindications, or determine whether a service is appropriate. Use questions selected for your actual service and professional workflow, with a named person responsible for review.
If you see younger guests, confirm your guardian and service-consent requirements before building the form. A guardian can add minors and sign once in the family flow, but the participation document does not automatically satisfy every consent or professional requirement that may apply to a particular service.
Compare fitness-studio intake considerationsStart with the document approved for the specific service, and distinguish participation wording from treatment consent, medical intake, marketing preferences, or cancellation terms where those need separate handling. A long form is not necessarily a thorough one. Unused questions create more information for the business to protect and more effort for the guest.
The template builder supports rich text, questions, initials, signatures, and optional photo or ID capture. Add only the fields your workflow calls for. Put a clear service title at the top and use readable labels, then review the entire flow on a phone. If you use Waiver AI to organize an existing document, check every proposed field and section before publication.
Publish reviewed versions so a later update does not change what an earlier guest signed. When a service changes or a returning guest’s circumstances need review, follow your professional process for new information and any renewed consent. A previously completed form is history, not a substitute for that conversation.
| Field or section | Why include it |
|---|---|
| Guest identity and contact | Match the signed form to the correct appointment participant. |
| Service or activity | Make the reviewed document and its purpose clear. |
| Purposeful intake questions | Collect information selected for the actual professional workflow. |
| Staff-review flags | Prompt an appropriate conversation without making a service decision. |
| Required signature or initials | Keep acknowledgments tied to the approved document. |
| Published version | Retain the wording associated with the guest’s signature. |
Waiver.com is designed around encrypted sensitive fields and an audit log on record views. Its stated infrastructure scope is “HIPAA-eligible, BAA-covered infrastructure.” Confirm the applicable BAA arrangement, intended use, and operational requirements before placing regulated information into a production workflow.
HIPAA does not apply to every wellness business simply because a form asks a health-related question. HHS explains that the rules apply to covered entities and business associates. Determine the role of your actual business and service with the appropriate reviewer, rather than treating a software label as a conclusion about your obligations.
Signed waivers are rendered to PDF and retain their published version. Decide who may access records, how exports are handled, and how long information is retained. Protect the files after they leave the platform as well. A downloaded PDF on a shared computer needs just as deliberate a handling process as the form inside your account.
Test a first appointment, a returning guest, a missing signature, a flagged answer, and a request to discuss the form privately. Walk through the flow with both reception and the person who reviews service information. Check that neither has to improvise access or read sensitive information to find the next action.
Keep the first rollout to one clearly defined service. Review how the booking link reaches the guest, which template is used, and what happens when an appointment changes. If you connect scheduling software through the API, send only the information the integration needs and define how record updates will be handled.
Explore the product’s record and security previewsHHS: Covered Entities and Business Associates ↗Primary guidance on which entities are subject to the HIPAA Rules.
HHS: Business Associates ↗Primary guidance on business-associate roles and arrangements. No claim of a verified customer-specific compliance setup is made.
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.
Yes. Share the appropriate signing link in the appointment message or send an email or text invitation. Explain what the form is for and who to contact with questions. Keep private answers out of the reminder and provide a discreet option for someone who needs to complete it at reception.
No. A flag can bring an answer to staff attention. It does not diagnose, assess risk, or replace a qualified professional’s review. Decide who reviews the answer and what the next step is before using the question with guests.
No. HHS describes HIPAA’s application to covered entities and business associates. Whether your business falls within those definitions depends on its actual role and activities. Asking a health-related question, or choosing software with eligible infrastructure, does not by itself settle that question.
Treat it as an infrastructure scope, not a promise that every use is compliant. Confirm the required BAA arrangements, service configuration, access practices, and responsibilities for your intended workflow before using regulated information. The platform is only one part of that setup.
Signed records retain their published document version and are rendered to PDF. Follow your retention and access policy when retrieving or exporting them. A later template change should not be treated as if the guest had signed the new wording.