Your PoolDues-powered website now includes a built-in Guest Waiver module.
The waiver form guests will complete is located on your website at:
[yourdomain]/guest-waiver/
The form includes a number of customizable options, but the default setup reflects what we recommend for most clubs. As configured by default, the process works like this:
An adult from the guest household can access the waiver by scanning a QR code, visiting the waiver page directly, or following a link sent to them by email (after a member pre-registers their upcoming guests).
The adult will enter their first and last name, email address, and phone number. While some of these fields can be made optional, the default setup requires the information we recommend collecting.
The guest can choose to either sign a new waiver or update a waiver they previously completed. Updating can be useful, for example, if they forgot to include a dependent the first time. When updating an existing waiver, their previously entered information will be loaded for them, but they will be asked to review the information and sign the waiver again.
Guests can also add another adult from their household as well as any minor-aged dependents who should be included on the waiver.
Your club can optionally ask the guest to provide the name of the member they will be accompanying along with their expected visit date. If a member pre-registers a guest, the waiver link emailed to their guest will silently pre-fill in the member and expected date.
When an expected visit date is provided, front desk staff can view upcoming guest waivers in the Front Desk App, giving them an idea of who may be arriving in the days ahead.
Addendums for Special Cases or 3rd Party Vendors
The waiver settings allow you to append time-sensitive text which will automatically stop showing below the main waiver body text after a specific date. This allows your club to add terms for special events or at the request of a third party.
Addendums also allow approved Board Members the flexibility to make temporary changes for special activities while not changing the main body of the waiver. The main waiver body can be locked down so anyone that isn’t a trusted legal advisor of the club can not make changes.
Email Notifications / Archives
A copy of the waiver the guest has signed can be sent to their email address. This email will contain the main body text and any addendums in place at that time. This feature that can be disabled if you do not want guests to have a copy.
An admin email address can also be copied when a waiver is signed (which again will include the full waiver text at that time). It is recommended clients keep their own archive of waivers. For example, your club could create a gmail account just to be used as a waiver archive. For clubs that store a lot of waivers, we may need to clear out old ones eventually, but if you maintain a separate archive you are free to keep that data indefinitely.
Searchable within the Front Desk App or Website
Waivers can be searched for within the Front Desk App by staff or by website administrators from the backend of the website. The Guest Log section of the app now has three new tables to help search and sort waivers. Staff can also see waivers for upcoming guests if your members pre-registered them through the Member Dashboard.
QR Code
A QR code has already been generated to link back to your Guest Waiver form. This code appears in the app so staff could turn their iPad around to face the guest to scan it. We recommend printing this code and posting it at the front desk so staff do not need to manually show guests the code.
This code can optionally appear on the Guest Form itself, so one adult signing could share the QR to another adult.
Capturing Signatures
By default the form has a signature box that guests can sign. If enabled, a signature is required to complete the form. If a guest updates their waiver to include an additional adult or minors, they will be asked to sign again.
Signatures are not viewable to staff or board members, but could be requested if needed.
More articles
For a quick start guide and guide to what staff need to know to implement checking for waivers, view this article.
For information on the various Guest Waiver Settings view this article.
For information on having members pre-register guests which will initiate sending the guest the waiver link, view this article
