Managing documents from booking invoices

Access and manage Customer documents or waivers directly from a Booking Invoice to ensure compliance, maintain accurate records, and streamline post-booking operations.

Learn how to access the Documents tab of the Invoice, including how to email the document to participants, detach a document manually, allow reuse of the document, verify documents, and view document details, such as the signature.

New to the Booking Invoice? Read the first article in this series for an introduction to the Booking Invoice.

Accessing the features mentioned in this article

Where can I find this feature using the top menu?

• Click an active Booking ID anywhere in the system. For example, open the Booking Invoice from the Booking Index report (Reports > Booking Index > Booking ID > Booking Invoice > Documents). 

• You can also enter the Booking ID in the Search field found in the main menu to bring up the Booking Invoice.
   

What more do I need to use this feature?

• Waivers & Documents require a subscription to the appropriate plan (see above).
• Admin or restricted permissions for Waivers & Documents and Bookings.
   

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

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

What is a waiver? A waiver allows you to collect essential information and signatures from your Customers, such as liability waivers, medical release forms, or rental agreements.

The Documents tab contains any waivers or documents assigned to the booking. You can access it via the following steps:

1. Open the Booking Invoice.
2. Select the Documents tab.
3. Choose an action (view document, email participants). 

We cover these actions in more detail below.

If any Guests are coming along for the tour, click on Email Participants to assign a specific waiver(s) to each Guest.

1. Open the Booking Invoice.
2. Select the Documents tab.
3. Scroll down to the Attendees column.
4. Click Email Participants.

5. Next, you can enter the Guest's name and email and select the waiver(s) you would like to send to that Guest from the Documents drop-down menu.

6. Once you have added all your participants and selected the specific waivers for each Guest, you can send them off by clicking the Send button.

You can detach a document from a booking by expanding the View drop-down menu to Detach the document.

1. Open the Booking Invoice.
2. Select the Documents tab.
3. Open the View drop-down menu.
4. Choose to Detach.
5. Click OK to confirm your action.

You can easily reattach the document if you detach it in error.

You can also choose to Allow Reuse of the document if you have previously set it to apply to multiple bookings.

1. Open the Booking Invoice.
2. Select the Documents tab.
3. Open the View drop-down menu.
4. Choose to Allow Resuse ( or Disable Reuse).
5. Click OK to confirm your action.

In addition, you can verify a signed document by checking the Verify option to the right of the Attendee details. If the option is checked, then the label changes to Verified. 

Staff may need to mark documents as verified for legal or compliance reasons, to confirm the Guest's identity, or to ensure the document's completeness.

1. Open the Booking Invoice.
2. Select the Documents tab.
3. Click the Verify checkbox.

You can deselect the checkbox if you have verified the document in error.

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

Learn more about waivers For a detailed look at Waivers and Documents, check out the following article: Introduction to waivers & documents

Next Steps

In the following article in this series, we review checking in and out bookings from the booking invoice.

< Managing Guests from booking invoices     |     Checking-in or checking out bookings from the booking invoice >