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Example: Waiver Agreement Configuration

Initial Configuration

Create Customer Custom Attributes & add to Layout

Customer Custom Attributes are the additional fields that you can create and add to your customer records.

For your waiver, you’ll want to AT MINIMUM configure a waiver toggle with or without an expiration date. The customer custom attribute can be named as you wish, and you can configure as follows

 

The flow of the info is:

  • Customer completes agreement.

  • Agreement is configured in the Big Edit > Customer Records Update tab to toggle this waiver toggle ON for all enrollees when the agreement is completed.

  • The agreement itself can then persist and never expires.  The toggle expires and alerts the customer to sign a new version of the waiver on your schedule.

In addition to the waiver toggle , you may want to capture other information from the customer(s) that you want to store on the customer record.  For these, you will use the Question configuration spoke to create questions and to then map to attributes.  Examples:

    • How did you hear about us?
    • Emergency Contact Name, Phone, Relationship (3 separate attributes and 3 separate questions)
    • Learn more in Customer Custom Attributes.

IMPORTANT: Add Attributes to the Customer Custom Attribute Layout at the bottom of the screen below the attributes.  If it is not added to the layout, it will not be visible and actionable on the customers record.

 

Create an Attachment type for the pdf created by the agreement document

The attachment name is an internal label displayed in the customer's Attachments tab and on the associated contract.  The pdf contract created by a plan does not reference the Attachment name.


Go to Manage > Organization & Facility Settings > Attachment Types

  • Create an attachment type for your waiver (just waiver or visitor agreement etc)

  • Attachment types can optionally be set to expire.  For the waiver you will NOT use an expiration date on the attachment - the customer custom attribute tracks the expiration date to re-sign.

  • If you want to validate a waiver before it updates to toggle, use the "Require Staff Validation" toggle (with or without the extra permission restriction

 

Create Enrollment Types

For your waiver, you will need one enrollment type for Adults 18 and older and Minors under 18.

Go to Build > Plans > Enrollment Types > Add New or Edit existing


For the ADULT enrollment type, configure as follows:

  • Default Minimum & Maximum: These can be set here OR later on in the Plan settings. See here for more info
      • Minimum can be 0 or 1
        • If 0, then an adult can sign for a minor without also signing for themselves. The signing adult will have a customer record in the system, but the signed waiver is only valid for the minor.
        • If 1, the adult signing for a minor will also sign for themselves
      • Maximum should always be set to 1 so that the contract holder can only sign for themselves and cannot sign for other adults

  • Age Range: set to ‘Has age range, enforce in Storefronts’
    • Min and Max Age: set to Minimum 18, Maximum 0

  • Hide from all customer store fronts: leave this toggle OFF

  • Require anyone in this enrollment type to be the contract holder: toggle this ON! This toggle ensures that the signing party is the Adult and not the Minor. If toggled off, the customers can inadvertently have the Minor listed as the signing party - make sure this toggle is ON!

 

For the Minor enrollment type configure the following:

  • Default Minimum & Maximum:
      • Minimum should be 0 so that adults can sign without adding a minor
      • Maximum can be set to whatever you like.
  • Age Range: set to ‘Has age range, enforce in Storefronts’
  • Min and Max Age: set to Minimum 0, Maximum 17
  • Keep all other toggles off:
    • Hide from all customer store fronts: leave this toggled OFF
    • Require anyone in this enrollment type to be the contract holder: leave this toggled OFF
    • Customer Requirements toggled OFF

Sort Enrollment Types so Adult is above Minor to make adult listed first.

 

Create your Agreement plan

Go to Build > Plans > Directories > Agreements and click +Add New Agreement.

Configure the following on each tab of the Big Edit menu

General Tab

Enable the slider below description to create a document from what the customer signs. This MUST be enabled for a pdf for the signed waiver to be created and attached to the customer record.

  • Attachment type: This pulldown menu is created in Go to Manage > Organization & Facility Settings > Lists > Attachment Types

Badge? We recommend you do not assign a badge for your waiver document

Warn of Contract End date? Enable if you want to alert in advance of the waiver re-sign date.

Contract Facility Transfer Policy: set to Ignore for the waiver. If set to Follow, the waiver will automatically transfer the customer when they complete a waiver via a storefront link.

Guest Checkout? Enable this setting if you want to be able to enable Guest Checkout - allowing customers to complete the document without first logging in with their phone or email at a kiosk in the gym. This setting alone does not enable guest checkout - it must be enabled here AND within the Kiosk Storefront to be used.

Allow unassigned enrollment spots? Do not enable for a waiver. This setting would allow someone to sign for an undefined person. This setting is better used for group events.

Address settings: These define how much address info to collect on the form
IMPORTANT TO NOTE: if selecting Country/Postal code only and it does not match the info on the existing customer’s record, all other address info will be cleared and only the postal code will be on the record. To avoid losing address data, select no address or full address only.

Agreement address assignment defines whose records should be updated with the address collected. For the waiver, you likely want to update both contract holder and enrollees so that the address provided is updated on both the Adult and Minor enrollment customer records.

Enable Contract Holder Minimum Age Requirement: this slider should be ON to ensure that the Contract Holder is 18. This setting, in conjunction with the Enrollment setting forcing an adult enrollment to be the contract holder are needed to ensure that those signing a waiver are 18+

 

Facilities

Enable for the facilities that this agreement should be viewable from (in storefront etc.)

Enrollment Ranges

Here is where you will add the enrollment types to use for this document - the adult and minor enrollment types you created in the initial config.

Use the Default Min/Max OR add the Min Max here. See here for Min/Max implications for Adult

  1. Use the Filter to search if needed.
  2. Toggle the slider to the left of the enrollment types you want to use.  The description will be shown here to assist, as well as the other settings applied.
  3. The Use Default toggle allows you to use the default Min/Max settings set on the Enrollment type in the initial config. Toggle it off to set custom Min/Max for this document
  4. Enable both the Adult and Minor enrollment types. The Minor type will have the Yellow age restriction notification as shown for the adult, but for 0-17
  •  

Customer Record Updates

To have your agreement toggle on the customer custom attribute of Waiver created in the initial configuration, set that here:

  • Set it to update All Enrollments
  • Select the Waiver toggle attribute
  • Set the value to 1 - 1 toggles on.

 

You can return to these settings by selecting your agreement in the left side bar, then clicking the Big Edit at the top of your agreement

 

 

Configure the spokes of your Agreement

Agreement Dates

  • Set to Open Ended to make this waiver "stay active forever" - the "expiration" to trigger a customer to sign another waiver is set on the waiver customer custom attribute.

Presentation

  • Enable Has Booking Page
    • Get Embed Link Tag to add to your website
  • Add Booking Page Image (Recommended) 
  • Short Description optional
  • Header text (Optional)
  • Video Attachment (optional)

Document

The contents of your waiver goest in the waiver document.  To configure an additional section to be shown when a minor is added to a waiver:

  • Put the contents in a section - sections should be listed in order of appearance.
  • On the right, select 'Section Display Condition' and add "has enrollment type with both adult and minor selected.

Questions

Customer Notifications

  • See Reminder Emails - Email Automations
  • New Contract, with pdf toggle on, sends the customer confirmation of completion with the document attached as a pdf
  • Email when waiver needs to be renewed (if applicable)
    • Check with your insurance company on wording. It is recommended to say that a waiver is up for renewal (avoid saying it expires).

Benefits

  • no benefits need to be configured for a waiver.  

 

Now test your waiver!

On the Presentation spoke, click Get Home Storefront Link to get the url direct to your waiver.  Make sure you have a web home storefront created for the link to work.  

Once completed, find it on your customer record in redpoint in the Agreements tab on the customer record sidebar. 

Find the pdf of the waiver on the attachments tab within the expanded contract view AND in the attachments tab on their sidebar.

View  to see the waiver and ensure all comes through correctly on the final pdf.  Right click in the view to print.

 

 

 

 

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