You can learn how to configure document templates, including selecting appropriate inventory, providing a summary, setting up a due date and reminder schedule, and attaching, attributing, and hiding documents (from the Public Directory).
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
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Admin or restricted 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
Checkfront How To: How to Get Started with Waivers (Video)
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How to get started For high-level step-by-step instructions, please see the following article: |
Configuring document templates
Selecting applicable products/items
The Applicable Products (or Items) section lists your active products/items organized by category.
To assign the document to all the products/items in a category, check the box next to that category.
Do you need to assign the document to specific products/items? Click on the drop-down arrow next to the category and select the appropriate product/item by checking its box.
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Attach the template to products/items The system does not include the template in the booking flow if the template is not attached to any products/items. Please make the assignment; otherwise, your Guests won't be able to sign the document during the booking process. |
Providing a summary
The Summary section allows you to enter a brief description of the document and convey its purpose to the Guest.
This summary text is visible to the Guest on the live signing screen and the Public Document Directory, which we look at later.
Setting due dates
The document doesn't need to be signed by the Guest when booking, but you can specify a Due Date.
If a due date is specified, the Guest is taken directly to their receipt after completing the booking. This receipt contains a link to the document waiting to be signed.
The Guest can click this link to navigate to the document for signing anytime.
Setting up reminder schedules
You can also schedule a reminder email for the Guest several days before the due date.
Select one or more options from the drop-down menu. The system sends out the Reminder email for each option chosen, for example, 1 or 2 days before the due date.
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When the system sends Waiver & Document Reminders, who receives them? The system only sends reminders for documents that the system has created, but Guests have not yet completed. The system stops sending reminders for a document when the reminder schedule is complete, the document is complete, or the Staff member deletes it. Cancelling a booking does not stop reminders from being sent for the attached documents. Incomplete documents are only created by Staff emailing a document to Participants from the Booking's document page.
With Guest Forms Do you have the Guest Forms integration enabled within your account? Then follow these steps:
A new document is then immediately created for the Guest to complete later. NOTE: Staff can do the same from the Documents tab of the Booking Invoice. You can learn more here about Guest Forms in the article linked below. Without Guest Forms Follow these steps if you don't have the Guest Forms integration enabled within your account.
A new document is then immediately created for the Guest to complete later. NOTE: Staff can do the same from the Documents tab of the Booking Invoice. Send Reminders to Primary Bookers New documents are not created automatically for the Booker, as Checkfront does not assume that the Booker is a Participant. This rule means the system never sends reminder emails to the primary Booker. If you need to send a reminder to the Booker, we recommend that you create a regularly scheduled notification to remind the Booker to ensure that guests have completed all documents associated with their booking, or that the Staff create a document for the Booker manually. |
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Document reminders Document reminders apply to the previously made bookings if the booking check-in date is in the future and if someone shares the document link with the Participants/Guests via email. |
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Linking to Waivers & Documents You can include a link to a document in a notification or standard email and attribute the document to a specific booking. Append the Template ID and the Booking ID variable to the end of your document URL.
Format:
Example:
The template ID is in the URL of the Template (Booking > Waivers & Documents > Templates) and the Booking ID within the Booking Invoice (Booking Index > Booking Details). An alternative is to leave the {booking_id} variable as-is in the link provided to a Guest. Staff can manually attribute the completed document to a booking later. You can learn more about email notifications below. |
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Looking for a log of email Reminders? The Document Activity Log lists the email reminders as a Reminder Event. You can learn more about the Document Activity Log below. |
Attaching documents
The Document Attachment section includes the following additional template settings.
Attaching documents to single or multiple bookings
The Document Attachment setting determines whether the system attaches documents to single or multiple bookings.
- If you are generating a one-time-use document, select the Single Booking option. This option is the default setting for templates.
- If you want Guests to sign the document once and apply it to future bookings, select the Multiple Bookings option instead.
- For Multiple Bookings, time-based options allow you to specify how long the document is reusable.
- You can select several days or a specific date, for example, the end of your season or the calendar year.
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Learn more For a detailed look at setting up and applying documents to multiple bookings, check out the following article: |
Automatically reusing completed documents on new bookings
Turn on the setting Automatically reuse completed documents on new bookings to let the system handle repeat use for you. Once a Guest signs the waiver or document, it’s automatically linked to their profile and attached to any future bookings within the validity period you’ve set (days or calendar date).
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Learn more For a detailed look at setting up and applying documents to multiple bookings, check out the following article: |
Attributing documents
To attribute multiple-use documents to more than one booking, do the following:
- First, pull up the invoice for the completed document.
- Next, click the Attribute Documents button in the left sidebar of the Documents tab.
- Select the document you wish to use from the pop-up window by checking the box next to it. You should see the Guest's name, but you can perform a search if the list is long.
That's it! The signed document is now attached to the booking.
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Finding non-attributed bookings View this related article for more information. |
Hiding your document from the public directory
You can hide your template from the Public Document Directory. To do so, check the box provided.
We explore the Public Directory in detail in the next article in this series.
When you’re happy with your configuration, click Save at the bottom right.
Next Steps
In the next article, we look at general settings for waivers & documents.
< Creating Waivers & Documents templates (fields) | Configuring Waivers & Documents settings >