Purpose and setups
Liability waivers are commonly required in North America to limit a business’s responsibility for potential harm or financial consequences related to its services. The new Waiver Management functionality simplifies how businesses handle these documents, ensuring customers are informed of relevant risks and can easily provide the required acknowledgements.
This feature allows users to:
- Create and manage multiple types of waivers and legal documents.
- Assign waivers to specific products, services, or activities where they are required.
- Prompt customers to review and sign waivers during the reservation process or at the service level.
- Maintain historical records of all signed waivers for compliance and reference.
Products may require specific waiver codes; however, assigning a broader waiver that covers multiple codes will automatically qualify the customer for all included requirements. General waivers can also be assigned at the client or membership level, reducing repeated effort. For example, a client may sign a waiver once for a defined validity period, and all bookings within that timeframe will automatically reference the pre‑signed document.
For enforcement, reservation status changes can be configured to validate waiver signatures or alert staff when required waivers are missing. Additionally, payment handling at the POS can be set to enforce signatures automatically.
Waivers Setup
| Field: |
Description: |
|---|---|
| Code | The unique identification of the waiver definition for reference purposes. |
| Description | General Description of the availability waiver. |
| Expiry calculation | The date formula to calculate the date period the Waiver is valid (if blank then only for the specific activity/reservation). |
| Contract Report | The Report used to present the legal document. Note: Report 10015803 is included as sample report. The user would provide a word template as the Default template for the report with the actual legal text. See Report Layouts setup in standard BC online help to assign default word layouts to a specific report. |
| Contract Layout | The word template used for the text presentation of the legal text (both for report and electronic signatures). This layout would be the same layout as assigned to the Contract Report. See Word Templates setup in the standard BC online help for further information on the subject. |
| No. Series | The number series used to provide unique Reference number for every waiver signed by the client. |
| Cover Multiple Waivers | The waiver codes this specific waiver also covers. For example a membership might require the client/customer to sign a waiver that covers all services provided by the establishment, while a walk-in guest for spa might sign a simpler document. Use the | sign as delimeter between the waiver codes if the waiver is covering multiple waivers. |
| Waiver Type | Specifies if the waiver signature is received electronically or using printed document. If electronically the system will provide with onscreen signature component at POS and backoffice, but otherwise a report printing the waiver text is automatically triggered. |
Related setups and processes
|
Object: |
Description: |
|---|---|
| Reservation Type |
On the reservation type the user can specify if waiver functionality is accessible.
|
| Activity Types | On the activity type the default waiver code requirement can be assigned for all related products. |
| Status Setup | On specific status assignments the validation of required signed waivers can be performed and result in either stopping the status change or notifying the user of missing waivers. |
| Activity Product Card | On the product card, the user can assign a required waiver and also specify if the Pos payment/selling of products would trigger waiver signature automatically. |
| Reservation Card | On the reservation card the user has access to Sign Waiver action and access to the Waivers management page for the related reservation. On the waiver management page the user can insert new waivers, sign waivers, cancel waivers and print waivers. On the reservation FactBox the waiver status of the reservation is in view and drilldown to related entries. |
| Activity Group Card | On the group card and the within the group member list view, the user can see the waiver status for each related group members reservation. Also the user has access to the waiver management page with access to all waivers related to the group. The group reservation FactBox also shows the waiver status for the group in whole, that is if any waivers are missing signature. |
| Member/client Card | On the member client card the user has access to "Sign Waiver" action and access to the Waivers management page for the related client. On the waiver management page the user can insert new waivers, sign waivers, cancel waivers and print waivers. On the members factbox the waiver status of the general waivers (client/membership waivers) is in view and drilldown to related entries. |
| Membership Type Card | On the membership type card, the user can assign a required waiver. |
| Membership Card | On the membership card the user has access to Sign Waiver action and access to the Waivers management page for the related entry. On the waiver management page the user can insert new waivers, sign waivers, cancel waivers and print waivers. On the members FactBox the waiver status of the general waivers (client/membership waivers) is in view and drilldown to related entries. |
| Point of Sale | The POS has the SIGNWAIVER POS command which opens list of all waivers associated with the active reservation/client. If none has been created the command can have waiver code as a parameter and would then trigger prompt to the user to create a new waiver, associated with the current reservation or current assigned client. Also the GROUPWAIVER POS command can be used to sign waivers from the Activity Host panel (Group Reservation detail section). |
| Label Scripts | The scripts support paramters which can be used to present reservation or activity waiver status, either by text or images, which can be used in the availability matrix. See parameters 120 to 122. |
| Role Center | The Role Centers History section provides the users with Waivers option to review individual waivers and do search. |
| Email Templates | The email templates can be set to include the issued/signed waivers as PDF file attachement. |
Processes
- When an activity is created and added to a reservation, the required waiver code is checked. If the waiver is already signed the related activity gets waiver status set as Signed.
- When an activity is created and added to a reservation, the system checks if the related client has already signed waiver that covers the waiver requirements. The waiver might be a general waiver, assigned on a membership or a member level. If that is the case the related waiver is referenced and added to the list of waivers for the reservation.
- Users can manually add waivers to the list of reservation waivers, to multiple people, either by the name reference or the member contact No.
- The member (general and membership) waivers are listed and show on the member client card, and can be managed from there. The member FactBox shows the number of currently active and valid (not expired) signed waivers.
- Reservation waivers (and any waiver) can be assigned and signed either prior to adding activities, or afterwards. If a waiver is cancelled, then any activity relying on that signed waiver is updated to non-signed waiver status.
- Group waivers are processed same way as individual reservation waivers. The group waiver status is calculated based on all related reservations and their individual waiver assignments.