Creating Waivers & Documents templates (field settings)

With the right field settings, your documents become smarter: collect required data, repeat sections as needed, and ensure customers complete everything you need before they arrive.

Learn how to:

• work with document fields
• creating fields
• adding existing fields
• editing fields
• deleting fields
• using selection fields
• and  using minor and repeated sections.

New to Waivers & Documents? Read the first article in this series for an introduction to Waivers & Documents.

Accessing the features mentioned in this article

Where can I find this feature using the top menu?

• Bookings > Waivers & Documents > Create/Edit Template
   

• Admin or restricted permissions for Waivers & Documents.
   

Which Checkfront version supports this feature - classic items, classic products, or both?

• This feature is available in both our classic items version, which uses classic items (Inventory > Items), and our classic products version, which uses classic products (Inventory > Products).  → Learn more about products

How to get started For high-level step-by-step instructions, on getting started with Waivers & Documents, please see the following article: How do I get started with Waivers & Documents?

Waiver and document fields are components you can add to your waiver or document templates. Each field corresponds to a variable in the template (for example, {$field id="date_of_birth"}) and appears as an interactive element, such as a text box, date selector, or checkbox, in the customer-facing document.

When you create or edit a document, a panel of available field types appears on the side of the page, each represented by an icon and text label. Use these field types to add new sections or form elements to your document. You can edit, rearrange, or delete them at any time to customize your template.

By default, the Sample Document in the Text Editor includes the following fields:

• Full Name: {$field id="full_name"}
• Primary Signature: {$field id="primary_signature"}
• Electronic Signature Consent: {$field id="electronic_signature_consent"}

Format: {field id="FIELD LABEL"}
Example: {field id="Country"}

When creating or editing a document, a grid of available field types displays on the side of the page, each represented by an icon and a text label.

Use these field types to add new fields and sections to your document. You can then edit and delete these fields and sections as needed.

Field type	Field Label	Description
	Name	You can use this text field to capture a name from the Guest, for example, First Name or Last Name.
	Text Field	You can use this text field to capture any information from the guest, such as, Job Title.
	Date of Birth	You can use this field to capture the date of birth for a guest.
	Current Date	You can use this field to dynamically include the current date in your waiver or document.
	Date	You can use this field to collect a date from your guests, for example, the guest's arrival date.
	Email Address	You can use this field to collect an email address from your guest, such as the guest's own email address.
	Phone Number	You can use this field to collect a phone number from your guest, such as their mobile phone number.
	Textarea	You can use this field to collect any long-form text from your guests, such as descriptions of medical conditions or allergies.
	Checkbox	You can use this field to add a checkbox to the waiver, such as 'I agree to the terms and conditions.'
	Radio	You can use this field to collect a single response from guests to a question, such as, 'Who are you travelling with?' (Solo Traveler, Couple, Family with Children, Friends Group, Corporate/Team).
	Gender	You can use this field to collect the gender of your guest, for example, 'How do you identify?' (Male, Female, Non-binary, prefer not to say, etc.)
	Selection	You can use this field to have guests select a response from a drop-down menu, for example, 'How did you hear about us?' (Online, social media, TV ad, etc.)
	Country	You can use this field to add a country drop-down menu to your waiver or document. This drop-down defaults to your account country. Pair this with a Province/State field.
	Province / State	You can use this field to add a province/state drop-down menu to your waiver or document. This drop-down defaults to your account province/state.
	Initial	You can use this field to add an initial component to the waiver or document.
	Signature	You can use this field to add a signature component to the waiver or document.
	Minor's Section	You can use this field to add a section where guests can provide information for all Adult and Minor Participants.
	Repeated Section	You can use this field to repeat sections 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 attendees who are part of the booking.

To create a new field to add to your document, follow these steps:

1. Click on the field type you wish to use with your document.
2. The field editor slides in from the right, and you can now configure your new field.
3. Enter the Label for the field.
4. The ID generates automatically once you move to that field in the editor. If you wish to change this, please go ahead.
5. The Tip is a brief instruction that displays below the field., e.g.  Enter Your Date of Birth.
6. Check the This field is required box if your Guest must fill out the field.

7. When you're happy with your entries, click the Create button to complete the new field. The system adds your new field to the Field List directly below the icons.
    

Field limitations A custom field can only be added once per document, but you can add more than one of the same field types to the document.

To add the field to your document:

1.  Place your mouse cursor at the beginning of the line where the field appears. For best results, the cursor should be on its line.
2. Once the cursor is in place, click the Add button next to the field you wish to insert.

3. The system now adds the field to the document. You can save your document by clicking the Save button at the bottom right.
    

Field already added If you try to add a field and are blocked (🚫 ) from doing so, this is because that field has already been added to the document. Use repeated sections to accomplish this instead.

Learn more Learn more about setting up multiple signature fields within a waiver here: How do I configure waivers to ask for multiple signatures?

1. Click the Edit button next to Label in the Field List to edit a field.

2. Clicking the Edit button opens the field editor, where you can make your changes. 
3. Click the Update button to return to the Field List.

If you no longer require a field on your list, you can delete the field from the field editor. Click the Delete button.

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

When creating/editing these field types, you see a box labelled Options. This field is where you input the various options your Customers select. You should endter each option into its own line.

There are some pre-populated examples to get you started, but please update these as necessary.

When appearing in a live document, the Customer can choose from one of these options.

You can add a Minor's Section if you need to collect information about minors and their parents or guardians.

To add a Minor's Section to your document, follow these steps.

1. Place your cursor at the beginning of the line where you want to add the section.  
2. Next, click the Minor's Section option within the Fields section on the right. The system then adds the matching code to the document at the location where you placed your cursor.
3. Replace any placeholder text, such as This area will be repeated.' Add fields here with the necessary fields. To add these fields, follow the steps described in the Add a field section.
4. Save and Preview the document.

Add new field, then save You must add the new field to the document before saving, or the new field is removed from the list. This behaviour intends to prevent the list from filling up with unused fields. A custom field can only be added once per document.

Several buttons now display in the document. These buttons determine who you need to collect information from - Adult, Minor(s), or Adult and Minor(s).

• If the Adult button is selected, only the header for the Participant's Address displays, followed by any fields that the Adult needs to fill out.
• If the Minor(s) button is selected, the signee can choose how many minors are attending (1 Minor, 2 Minors) so that the matching number of sets of fields is displayed.
• If the Adult and Minor(s) button is selected, a section for the Parent or Legal Guardian's Address information and matching fields displays in addition to the minor fields.

Click the "Back to Template" button at the bottom left to return to the document editing screen. 

Finding adult and minor waivers The minor's document is listed separately from the adult in the All Documents view.

A repeated section is helpful 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 people who are part of the booking.

To add a repeated section to your document, follow these steps:

1. Place your cursor at the beginning of the line where you would like to add the section.  
2. Next, click the Repeated Section option within the Fields section on the right.
3. The {REPEAT} shortcode then adds to the section where you have placed your cursor.
4. Replace the line This content will be repeated with the fields you wish to repeat. To add these fields, follow the steps described in the Add a field section.
5. Click the Save button to save your changes. 
6. You can preview the document via the Preview button at the bottom of the editor.

The system now displays numbered buttons, ranging from 0 to 6, within the document.

• If you select zero, the system does not repeat section. This tab is the default value.
• If a number greater than zero is selected (1-6), you can access the repeated fields and fill out the fields for each participant attending.

Click the Back to Template button, located at the bottom left, to return to the document editing screen. 

Six repeated sections always display At this time, sections are repeated six times. This number is fixed and not customizable.

Next Steps

In the next article, we look at configuration settings for waivers & documents.

< Creating Waivers & Documents templates (naming the template and using the Document Editor)    |     Configuring Waivers & Documents (configuration settings) >