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  4. Using waivers & documents

How to set your waivers & documents for reuse

Updated

Reusing completed waivers and documents across multiple bookings can save your guests time and lower administrative work. Once this feature is turned on, guests no longer need to re-sign the same waiver or document for every visit within the validity period. This helps streamline check-ins, enhance the Customer experience, and keep your team focused on service instead of paperwork.

Common use cases for reusable waivers and documents are with seasonal tours, rentals, or multi-day camps or courses.

Learn how to set up reusable waivers, including configuring them to automatically apply on future bookings, manually attributing them to specific bookings, or finding answers to frequently asked questions.

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 Reuse (automatically or manually) only applies to waivers or documents completed after the multiple-use setting is turned on.
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Are you new to waivers & documents? Learn more via the following article:

Setting up waivers and documents for reuse

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Set up a waiver or document for automatic or manual reuse by following these steps:

  1. Go to the Waivers & Documents area (Booking > Waivers).
  2. Select Templates from the left-side menu.
  3. Open an existing template or create a new one.
  4. Select the Configuration tab.
  5. Click the Multiple Bookings button under Document Attachment.

    Waiver setup form highlighting the Multiple Bookings button under Document Attachment.
     
  6. Select the Automatically reuse completed documents on new bookings setting if you want waivers or documents to be assigned to bookings automatically. This setting is selected by default for new and existing single booking templates when Multiple Bookings is selected. See below for more information.

    Waiver setup interface displaying automatic reuse and expiry duration options for multiple bookings.
  7. Select a time-based option to specify how long the waiver or document can be reused. You can choose the number of days or the calendar date.
  8. Click the Save button to apply your changes.

 

Allowing multiple-use waivers or documents to apply to future bookings automatically

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To set up documents or waivers for automatic reuse, turn on the Automatically reuse completed documents on new bookings document setting, as described in step #1.6 above. 

The waiver’s or document's reuse period then defaults to the validity defined in the day/date configuration.
 

Automatic assignment of waivers or documents

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Once a guest signs a waiver or document, the system links it with their customer profile ID.

On future bookings, if the same guest has a completed waiver or document within the configured validity period, the system automatically assigns that waiver or document to the guest's new booking - no new signature is required.

If the waiver or document has expired or staff updates it, the system prompts the guest to re-sign on their next booking.

View attached waivers or documents

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Staff can view all attached waivers or documents from the Documents tab of a booking.

Waiver creation screen showing document editor and attachment settings with Single and Multiple Booking options.

Identifying auto-assigned waivers or documents

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Each time the system auto-assigns a waiver or document to a booking, a new entry is added under the booking’s Log tab, e.g., [waiver name] waiver auto-assigned.
 

Booking log showing system-generated waiver assignment entries with timestamps and user details.

 

Attributing multiple-use waivers or documents to bookings manually

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You can still attach valid reusable waivers manually:

  1. Access an existing booking, such as from the Booking Index.
  2. Select the Documents tab.
  3. Click the Attribute Documents button from the left-side menu. 

    Booking document page showing the Attribute Documents search bar highlighted by an arrow.
     
  4. Expand the Documents list and select the waiver(s) or document(s) you want to use from the pop-up window by checking the box next to them. You should see the guest's name, but if the list is long, you can perform a search that filters out any other waivers in the list to make locating them easier.

    Document selection window displaying multiple attendee waivers with a checkmark beside the chosen entry.
     

  5. Click the Attach button to attribute the selected waiver(s) or document(s) to the booking. The document attaches and is visible in the booking's Documents tab.


    Waiver creation screen showing document editor and attachment settings with Single and Multiple Booking options.

 

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Learn more about attributing waivers or documents here:

 

Frequently asked questions

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Where can I quickly find this feature using the menu?

  • Setting up templates for reuse: Booking > Waivers > Templates > Configuration > Multiple Bookings
  • Viewing attached documents: Booking Invoice > Documents > Attendee > Status
  • Attributing multiple-uses documents to bookings manually: Booking Invoice > Documents > Attribute Documents

What permissions do I need to use this feature?

  • Admin permissions to manage waivers or restricted permissions to View documents and Manage document templates.