Support Guide

Waivers & Documents

    TABLE OF CONTENTS

  1. • Document Templates
  2. – Creating a New Template
  3. – Document Templates
  4. • Template Fields
  5. – Saving Changes to the Template
  6. – Creating a New Field
  7. – Adding a Field to Your Template
  8. – Editing a Field
  9. – Reordering Fields
  10. – Deleting a Field
  11. – Selection Fields
  12. – Repeated Section
  13. – Document Preview
  14. • Duplicating a Template
  15. • Disabling a Template
  16. • Signing the Document
  17. • Configuration
  18. – Applicable Items
  19. – Summary
  20. – Due Date
  21. – Reminder Schedule
  22. – Hide From Public Directory
  23. • Public Document Directory
  24. • Sent & Submitted
  25. – Attribute Documents
  26. – Searching for Documents
  27. – Columns
  28. – Export
  29. • Activity Log
  30. • Settings
  31. – General
  32. – Notifications
  33. • Free Trial
Where do I access this in Checkfront?
Waivers are accessible via the main menu bar at Booking > Waivers & Documents

Waivers & Documents

Sometimes, depending on the nature of your business, it may be necessary to require your customers sign a liability waiver or medical release before participating in an activity.

Checkfront offers the ability to create such documents within your account, as a free add-on to your service. You can create multiple waiver documents and assign them to your items on an individual basis. You might require, for example, a damage waiver for a stay in your lodgings, but a separate release of liability for your horseback adventure tour.

Waivers & documents can be created and managed at Booking > Waivers & Documents in your Checkfront dashboard main menu.

 
Documents Home Page
 

From the documents homepage, you can search for and review your documents, create and manage your document templates, review the document activity log and manage your public document library.

 


 

Document Templates

Templates are the individual documents that you can create and assign to your inventory items. Once a template has been assigned to an item, whenever a customer books that item, they will be asked to fill out and digitally sign the document before the booking can be completed.

To create a new document template, click on the green Create Template button, as shown below:

 
Create Template Button
 

A popup window will appear, asking for the document title. Go ahead and input your title, then click Next to continue. Examples of the document title are Liability Waiver, Medical Release or Insurance Document.

 

Create Template Pop-up

 

You’ll now be taken to a screen where you can configure the document to meet your needs and is fairly similar looking to the item inventory builder you may already be familiar with.

 
Waiver Editor
 

Title:

You have already entered a title for the document in the previous step, but if you’d like to edit that, you can do so here! (see label 1 below)

Document Editor:

The document editor window is where the magic happens. This is where you will input the main body of your document, including custom fields such as dates, email addresses, signature areas etc. (see label 2 below)

 

Waiver Title & Document Editor

 

Saving Changes to the Template

As you make changes to the document, you may save your progress by clicking on the Save button, bottom right. After making a change, before the save button is clicked, you will see an Unsaved Changes message appear, with a Discard button next to it. Clicking the discard button will undo any changes you have made since the last save.

 

Waivers Save Button

 
 


 

Fields

You will see a list of fields over on the right, each one represented by both an icon and a written title.

 

Waiver Fields

 

Creating a New Field

Creating a new field for your document is easy.

1. Click on the field type you wish to use with your document.
2. The field editor will slide in from the right and you can now configure your new field credentials.

 

Waivers Create Field

 

3. These include the Label, or title, for the field. The ID will be generated automatically once you move to that field in the editor. If you wish to change this, go ahead and do so. The Tip is a brief instruction that will be displayed below the field. This might say something like Enter Your Date of Birth. Finally, if you would like to use a Default Value for the field, enter it in the box provided.This will pre-filled in the box when the customer views the form. They can change this to something else if they wish.

 

Waivers Field Sample Data

 

4. If the field must be filled out by the customer, check the box labeled This field is required.
5. When you are happy, click the Create button to complete the new field.

Your new field will be added to the Field List, directly below the icons.

From here, you can either edit the field or, add it to your document.

 

Waivers New Field in List

 

 

Adding the Field to Your Document

To add the field to your document, place your mouse cursor at the beginning of the line on which you would like the field to appear. For best results, the cursor should be on its own line.

 

Waivers Place Cursor

 

Once the cursor is in place, click on the Add button by the field you wish to insert.

 

Waivers Field Add Button

 

The field will now be added to the document. At this point, you can save your document by clicking on the Save button, bottom right.

 

Waivers Field Added

 

Once saved, you can preview the document by clicking on the Preview button, also bottom right.

 

Waivers Preview Save Buttons

 

This will present you with the same view of the document your customers will have upon signing.

 
Waiver Preview
 

Editing a Field

Editing a field is also very simple. All you have to do is click on the Edit button by the field.

 

Waivers Field List Edit Button

 

This will bring you back to the original field editor from which you can make your changes.

When complete, click Update to return to the field list.

 

Waivers Field Update Button

 

 

Reordering Fields

You can adjust the order in which the fields in your field list are displayed by clicking and holding down your mouse button on the pattern of dots to the left of the field. From there, you can drag the field into its new position.

 

Waivers Reorder Fields

 

 

Deleting a Field

If you no longer require a field in your list, follow the steps above to edit the field and click on the red Delete button to erase it.

 

Waivers Field List Delete Button

 

 

Selection Fields

Some of the field types, specifically Radio, Gender & Selection, require the input of choices from which the customer can choose.

 

Waivers Selection Fields

 

When creating/editing these field types, you will see a box labeled Options. This is where you input the various options your customers will select. Each option should be entered onto its own line. There are some pre-populated examples to get you started, but feel free to update these as necessary.

When appearing in a live document, the customer will be able to choose from one of these options.

 

Waivers Gender Select

 

 

Repeated Section

The repeated section is useful if you need to collect multiple versions of the same information. For example, you may wish to collect the email addresses and names of several individuals who are part of the booking.

To add a repeated section, place your cursor at the beginning of the line on which you would like to add the section.

 

Waivers Repeat 1

 

Then, click on the Repeated Section button, as highlighted below.

 

Waivers Repeat 2 (1)

 

The REPEAT shortcode will now be added to the document, as shown below:

 

Waivers Repeat 3

 

Replace the line This content will be repeated, with the fields you wish to repeat.

 

Waivers Repeat 4

 

Save the document and then click on the Preview button.

You will now see a series of numbered buttons in the document, from zero to six. If zero is selected (default), the repeated section will not be shown at all. Clicking on a number greater than zero, will display the section that same number of times within the document.

 

Waivers Multipe Sections Selected

 

For example, let’s say you have a line of text in your document that says ‘Please select the number of participants in your party’.

The customer might select ‘2’.

Now, the repeated section, that might include full name and email address fields, will be displayed twice to the customer.

Click on the Back to template link, bottom left, to return to the document edit screen. If you’re happy with the content and layout, click Save, bottom right, to record your changes.

 
 


 

Document Preview

In this support document so far, we’ve already touched on the fact that you can preview your document to see what your updates will look like to the customer. Let’s look at the preview in a little more detail though.

 
Waivers Preview
 

On the left side of the preview pane is the document you are working on. Any field shortcodes that you have added to the document, will now be replaced by the actual live field. You can even go ahead and enter some test information to fully try it out!

 

Waivers Preview Filled In

 

On the right side of the preview pane is a list of steps which must be completed in order to submit the document.

As each step is completed, a checkmark will appear next to it and the status bar at the top will advance.

 

Waiver Steps

 

If you have added any repeated sections, as described above, additional steps will be added to the list, depending on how many times the customer chooses to repeat the section.

 

Waivers Multiple Steps

 

 


 

Duplicating a Template

If you have a lot of items in your inventory, it’s quite possible that you may wish to use a different waiver template for each one. These templates may be very similar to each other, but perhaps the wording is slightly different in one of the sections.

In a situation like this, the waivers add-on has an option to duplicate a document template. To do so, open up the template you wish to duplicate and look for the More link in the gray bar at the bottom.

 

Waivers More Link

 

Click on this link to display additional options. In this case, you will want to click on the Copy link.

 

Waivers Copy

 

This will create an exact copy of the template you were working on. All you need to do is click Save, bottom right, to keep it. You will notice the title of the template is the same as before, preceded by Copy of.

 

Waivers Copy Title

 

 


 

Disabling a Template

If you have an active template which you’d like to temporarily disable, you can do so via the More link in the gray bar at the bottom of the template edit screen.

 

Waivers More Link

 

Click on the link and then choose Disable from the options provided.

 

Waivers Disable

 

You will be asked to confirm the disabling. Once you’ve confirmed it, the template will be disabled and removed from service. You can easily spot a disabled template from the main Templates screen.

 

Waivers Disabled List

 

Should you decide to enable the template again, return to the edit screen and click on the Re-enable Disabled Template? button.

 

Waivers Re-enable Button

 

 
 


 

Signing the Document

When it comes time for the customer to sign the document, all they have to do is click on the signature area to bring up the signature window.

 

Waivers Click Signature Area

 

Quick Tip:
Make sure your document contains the signature variable, otherwise the signing area will not be included in the live document. The signature variable is {$field id=”signature”}

 

Once the signature window has opened, it’s simply a case of holding down the mouse button and dragging the cursor to sign the document.

 

Waivers Signature Area

 

If the signature doesn’t look quite right, clicking the Retry button will clear the workspace, ready for another shot at it!

 

Waivers Signature Retry

 

Once happy, clicking the Add Signature button will insert the signature into the document.

 

Waivers Add Signature

 

Once all sections have been filled in and the steps are complete, the green status bar at the top will be full and the customer can click on the Submit Document button.

 
Waivers Final Document
 

If the Submit Document button is clicked on before the steps are complete, the missing information will be highlighted in the document and the customer must fill it in before proceeding.

 
Waivers Not Filled Out
 

If everything went according to plan, a Complete message will be displayed, underneath which is a Print button that can be clicked on to print out the completed document.

You can also save the document as a PDF file for later viewing.

Once you are ready to continue, you can either click on the Continue to Receipt button, or, if there are more documents to sign, you can click on the Return to Required Documents button instead.

 

Waivers Complete

 
 


 

Configuration

The Configuration section enables you to assign your template to the applicable items in your inventory as well as set up due dates and a reminders schedule.

Access this section via the Configuration button, top right, on the document edit screen.

 

Waivers Configuration Button

 

Applicable Items

You will see a list of categories in the configuration section. To assign the document to all the items in a category, simply check the box next to that category.

 

Waivers Applicable Items

 

If the document should be applied to a specific item(s) only, click on the drop-down arrow next to the category and then select the appropriate item(s) by checking its box.

 

Waivers Applicable Fields 2

 

When a category contains some items that are applicable to the waiver and some that are not, the category will be labeled with a minus sign, rather than a check mark.

 

Waivers Applicable Mixed

 

If the template is not attached to any items, it will not be included as part of the booking flow. Be sure to make the assignment, otherwise your customers will not be able to sign the waiver during the booking process.

 

Waivers Not Attached

 

Summary

The summary section allows you to enter a brief description of the document and convey its purpose to the customer.

 

Waivers Summary

 

This description will be visible to the customer on the live signing screen (see below):

 

Waivers Live Summary

 

And, the Public Document Directory, which we’ll look at later:

 

Waivers Directory Summary

 

Due Date

The waiver doesn’t need to be signed by the customer at the time of booking, but if you like, you can put a due date on it in the configuration section.

 

Waivers Due Date

 

If a due date is selected, the customer will be taken directly to their receipt after completing the booking. This receipt contains a link to the document that is waiting to be signed.

 

Waivers Receipt Button

 

The customer can click on this link to be taken to the document for signing at any time.
 

Reminder Schedule

You can also schedule a reminder email to be sent to the customer x number of days before the due date.

 

Waivers Reminder Choose

 

Select a number of days from the drop-down menu. You are able to choose more than one option of you like. The reminder email will be sent out on each option chosen, in this case, 1 and 2 days before the due date. We will look at email notifications a bit later on.

 

Hide From Public Directory

Checkfront has the ability to post your template to a Public Document Directory, which we will look at below. To do so, check the box provided.

 

Waivers Hide Directory

 

When you’re happy with your configuration, click Save, bottom right.

 
 


 

Public Document Directory

If you offer a walk-in service at your business and require customers to fill out a waiver before proceeding, you can direct them to your Public Document Directory. From here, they can select the waiver that is applicable to their booking and fill it out/sign it. You could present this to them on a tablet or desktop computer, whatever you have available at your business.

Access the directory by clicking on the Public Directory link in the left sidebar.
 

Public Directory Button

 
The directory can also be found at:

https://yourcompany.checkfront.com/reserve/documents/directory/

Of course, yourcompany should be replaced by your Checkfront account name.

 

Document Directory

 

The customer simply needs to click on the blue Sign Document button in order to proceed.

If you don’t wish to include a template in this directory, you can hide it by clicking on the checkbox in the template Configuration section, as described above.

 
 


 

Sent & Submitted

Clicking on the Documents button in the left sidebar, will bring up a list of all documents that have been filled out and signed by your customers.

 
Sent & Submitted Button
 

Clicking on the Booking ID will take you directly to the booking to which the waiver is attached.

 

Waivers Booking ID

 

You will arrive in the Documents tab for the booking and be presented with the details on the attached waiver. Click on the View drop-down menu to verify the signed waiver manually. From here, you can also detach the waiver from the booking or delete it altogether.

 

Waivers Booking View

 

Click on the downward facing arrow on the right-hand side to view additional information regarding the waiver in question. This includes document signatures and the creation/updated dates.

 

Waivers Additional Info

 

Click on the document title to view the completed document in your browser window.

 

Waivers Document Title

 

You can click on the Print button on the right should you wish to make a hard copy.

 

Waivers Document View

 

Attribute Documents

If a booking has been made by a customer, but they haven’t yet signed the required waiver document when they arrive for their big adventure, you can ask them to fill it out in the Public Directory. Once they’ve done that, you can pull up the booking in your system and assign the waiver they just signed to the reservation.

When you pull up the booking, you will see a Documents tab at the top. Click on this to get started.

 
Booking Documents Button
 

Over in the left sidebar, you’ll see a button labeled Attribute Documents

 
Attribute Documents
 

Click on this to open the attribution window.

The name of the primary booking holder will appear next to the name of the waiver and the date it was signed. Click on the checkbox to include the waiver in the booking. You can select more than one if this is necessary.

 

Attribute Drop-Down

 

Also, you can search for a specific waiver by customer name. This will filter out any other waivers in the list to make location easier.

 

Attribute Name Search

 

When you’re ready, click the blue Attach button to assign the document(s) to the booking.

The document will be attached to the booking and visible in the booking’s Documents tab.

 

Booking Document Show

 

Alternatively…

Rather than have the customer fill out the document from the public document library, you can also pull up the invoice in your system, click on the Documemts tab and then click on the Fill Out Document Button, as seen below.

 
Fill Out Document Button
 

This will take them directly to the document, where they can fill it out and sign it as usual. If this method is used, the document will be automatically assigned to the booking, so no attribution is required.

 

Share Document URL

If you’d like to send the direct URL for the document to your customer, click on the Share button instead.

 
Share URL
 

This will open a small po-up containing the URL. Click on the Copy button to copy the link to your clipboard. You can then paste that into an email to your customer if you like!

 

Searching for Documents

When viewing the Documents Home Page, there are various ways in which to sort and filter your documents.

Date

This drop-down field allows you to sort the documents by date created, date updated or date completed.

 

Document Date Created

 

You can take that further by showing results from a set period of time, such as the last 7 days.

 

Document Search 7 Days

 

If you’re looking for a more specific date range, you can choose the Custom option and then select a beginning and end date from the calendars supplied.

 

Document Search Custom Date

 

Status

In addition to searching your documents by date, you can search by status too. There are various statuses to choose from and all you need to do is check the box next to the required status. You can choose more than one status if you wish.

 

Document Search Status

 

Template

In the same way as searching by Status, you can also search by Template. Check the box next to the template you wish to search by. You can select more than one if you wish.

 

Document Search Template

 

Search Field

Finally, you can search for a specific document(s) by typing your search term into the field provided. In this case, we are looking for documents relating to the customer Norris Cole.

 

Document Search Name

 

Columns

If you wish to customize the information displayed on the documents home page, you can do so by adding, removing or re-arranging the data columns. Click on the Columns link to get started.

 

Documents Columns

 

This will open the columns edit window. Check the box next to each data field you wish to view. If you don’t wish to see it, make sure it is unchecked. Re-order the columns by clicking on the pattern of dots to the left of each label and moving it up or down.

 

Documents Columns Sort

 

Export

If you would like to export a copy of your report, you can do so by clicking on the Export link.

 

Documents Export

 

After clicking on the export button, you will be presented with a pop-up window.

 

Documents Export Window

 

You are able to enter a name for the report and choose the output format. Current formats include:

• MS Excel
• CSV
• PDF
• XML

The report can be saved to your computer, an email or Google Drive.

 
 


 

Activity Log

The Document Activity Log details any changes and updates that are made to your documents.

 
Document Activity Log
 

Event: Displays the event pertaining to the log entry. This might be the attaching of a document to a booking, the verifying of a waiver, a completed document or an updated or revised document.

Source: Shows where the entry was created. Will display a staff member name or website, if the document was signed online by a customer. The IP address of the computer will also be displayed.

Message: Provides detail on the action that has been taken. For example, Verified waiver “Public Submission of Horse Tours Liability Waiver”.

Document: The numerical identifier of the document in question. As each document is created, it is assigned a unique identifier. Click on this to see the document in full.

Date: Date and time the update ocurred.

You can narrow down your activity log to a certain timeframe if required. Using the date field, highlighted in red below, you can select pre-set periods of time such as the last 7 days or the last month. In this case, a custom date-range has been selected.

 
Activity Log Search (1)
 

 


 

Settings

General

There are a couple of general settings available in the documents feature.

 

General Settings

 

First of all, Disable Sidebar Quick Navigation. This refers to the right sidebar that is visible when a customer is filling out and signing a document.

 

Document Sidebar

 

If this setting is unchecked, the customer will be able to jump to a step, later than the current one, by clicking on it in the list. If checked, however, this functionality is removed and the customer must fill out the fields in order.

The other setting is uploading documents to Google Drive. If you have the Google Drive Add-on active in your account, this setting will become available to you. When a document is completed by a customer, it will be uploaded to your Google Drive account, automatically.

 

Notifications

Notifications are the emails that go out to your customer when action is required regarding a document. There’s an initial email, a reminder email (if you’ve configured that) and a completed email.

 

Settings Notifications

 

You can edit these templates as you wish, but make sure you click Save at the bottom, before leaving the screen.

Clicking the Preview button next to each notification will give you an idea of how the email will look to the customer.

 

Email Preview

 


 
 

Free Trial

The waivers add-on is available to Plus and Enterprise level accounts, but you can give it a try if you are currently working with our Soho, Pro or trial plans.

If this is the case, navigate to Manage > Add-ons > Waivers & Documents.

After clicking on the Setup link, you will be presented with the following configuration window:

 

Waiver Trial Activate

 

Click the Activate button to begin a 14-day free trial of the waivers add-on.

Once your free trial has expired, the add-on configuration window will be updated as such.
 

Addon Trial Expired

 

Once your free waivers trial has expired, any documents you created will remain intact in the system. Should you upgrade to a plan that includes waivers at a later date, those documents will once again become available to you.
 

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Last Updated: July 28, 2016