Waivers
Purpose and setups.
Liability waivers are quite common requirement in North America, though maybe not as common in most other parts of the world. The purpose is to allow the business operator/owner to waive liability for any potential harm or financial consequences for the services provided. This is where the waiver management functionality comes in and helps the business to provide the services, and at the same time inform the clients of any of the risks involved, where they are required to provide their signature and confirmation of their rights waved.
The waiver management allows the user to create different kinds of waivers/legal documents, assign those as required for the related services, inform and enforce the signature of the customer at reservation or service level, and finally keep track of those records for historical purposes.
Though product might require a special waiver code, then assigning a waiver which covers multiple waiver codes will provide qualification for the specific code, i.e. a general waiver might cover multiple specific waivers. The general waivers can be assigned on the client or membership level to simplify the processes, i.e. a client might only need to sign a waiver once that is valid for specific period of time, and during that time any activities booked will automatically refer to the pre-signed waiver.
For enforcement purposes, then reservation status changes may be setup to qualify waiver signatures or notify the user of the missing waivers. Also payment handling at the POS can be enforcing 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, i.e. 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 will open 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. |
| 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. |
Processes.
1. 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".
2. 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.
3. Users can manually add waivers to the list of reservation waivers, to multiple people, either by the name reference or the member contact No.
4. The member (general and membership) waivers are listed and show on the member client card, and can be managed from there. The member factbox will show the number of currently active and valid (not expired) signed waivers.
5. 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 will be updated to non-signed waiver status.
6. 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.