Your club can allow members to pre-register upcoming guests by providing basic information such as the guest’s name, email address, phone number (optional), relationship to the member (for example, “out-of-town family” or “new to the neighborhood”), and expected date of visit.
This pre-registration does NOT deduct guest passes and does not count toward your club’s actual daily guest totals. It is simply advance information about who may be visiting. Plans can always change — a guest family may decide not to come, only some of the expected guests may arrive, or the pool could close because of weather.
Before the launch of our Guest Waiver module, this information was primarily useful for identifying frequent guests and helping your Membership Team recognize potential membership opportunities — such as a new family in the neighborhood who has visited the club several times.
With the Guest Waiver module, pre-registration is now even more useful.
When a member provides guest information in advance, your club can send the guest a link to the waiver days or even weeks before their visit. The information already provided can also be used to pre-fill much of the waiver form, making the signing process faster and easier for the guest.
For example, the guest’s name, email address, phone number, accompanying member, and expected date of visit can already be filled in. The guest may only need to add any minor dependents, review the information, and sign the waiver.
Enabling the Waiver Link Email
Step 1 – Double check that the Guest Waiver Form has already been enabled. From the Board Member Dashboard, go to the Guests dashboard, then Guest Waiver Settings (where Step 1 is pointing to in the screenshot). The first option at the top of this page is to enable it. If it is still disabled, you might want to read this article before going forward.
Step 2 – back at the Guest dashboard, go to the Guest Submission Form Settings (where Step 2 is pointing in the screenshot)…
Once on this page, scroll down to these two settings – Ask for Phone and Ask for or Require Email...
We recommend setting both of these options to Yes, but it is essential to require an email for the guest (otherwise your site can’t email them the waiver link).
The Waiver Email
Scroll midway down to the page and you will see the settings for the Waiver Email that is sent to pre-registered guests.
In the first option, labeled Waiver to Send to Guest, simply select the waiver name.
From there you can customize the Subject of the Email, the Header Text in the body of the email, and finally the Main Body of the email which appears above the button that links to the waiver.
In the main body text, if you include the text [MemberName], this string will be replaced by the actual member’s name that pre-registered the guests.
So for example…
“John Smith submitted your information as an upcoming guest at our facility. Please complete our waiver before your visit…“
Would change to….
“[MemberName] submitted your information as an upcoming guest at our facility. Please complete our waiver before your visit…“
