How do I set up waivers for reuse?

Reusing completed waivers and documents across multiple bookings can save your Guests time and lower administrative work. Once this feature is turned on, Guests don’t need to re-sign the same waiver or document for each visit during the validity period. This helps streamline check-ins, enhance the Customer experience, and keep your team focused on service instead of paperwork.

Common use cases for reusable waivers and documents include seasonal tours, rentals, and multi-day camps or courses.

Learn how to set up reusable waivers, including configuring them to automatically apply on future bookings or manually attributing them to specific bookings. 

Waivers or documents can only be reused after multiple-use is enabled Reuse (automatically or manually) only applies to waivers or documents completed after the multiple-use setting is turned on.

Accessing the features mentioned in this article

Where can I find this feature using the top menu?

• Booking > 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 (Inventory > Items) and our classic products version (Inventory > Products).  → Learn more about products

What is a waiver? A waiver lets you collect essential information and signatures from your Customers, such as liability waivers, medical release forms, or rental agreements, before they participate in an activity or utilize your services.

Set up a waiver or document for automatic or manual reuse by following these steps:

1. Go to the Waivers & Documents area (Booking > Waivers & Documents).
2. Select Templates from the left-side menu.
3. Open an existing template or create a new one.
4. Select the Configuration tab.
   
   
    
5. Click the Multiple Bookings button under Document Attachment.
   
   
    
6. Select the Automatically reuse completed documents on new bookings setting if you want waivers or documents to be assigned to bookings automatically. This setting is turned on by default when Multiple Bookings is selected. See below for more information.
7. Select a time-based option to specify how long the waiver or document can be reused. You can choose the number of days or the calendar date.
8. Select the Save button to apply your changes.

To set up documents or waivers for automatic reuse, turn on the Automatically reuse completed documents on new bookings document setting, as described in step #1.6 above.

The waiver’s or document's reuse period then defaults to the validity defined in the day/date configuration.
 

Automatic assignment workflow

Once a Guest signs a waiver or document, the system links it with their Customer profile ID.

On future bookings, if the same Guest has a completed waiver or document within the configured validity period, the system automatically assigns that waiver or document to the Guest's new booking - no new signature is required.

If the waiver or document has expired or Staff updates it, the system prompts the Guest to re-sign on their next booking.

Viewing attached waivers and documents

Staff can view all attached waivers or documents from the Documents tab of a booking.
 

Identifying auto-assigned waivers or documents

Each time the system auto-assigns a waiver or document to a booking, a new entry is added under the booking’s Log tab, e.g., [waiver name] waiver auto-assigned.

You can still attach valid reusable waivers manually:

1. Access an existing booking, such as from the Booking Index.
2. Select the Documents tab.
   
   
    
3. Click the Attribute Documents button from the left-side menu. 
   
   
    
4. Expand the documents list and select the waiver(s) or document(s) you want to use from the pop-up window by checking the box next to them. You should see the Guest's name, but if the list is long, you can perform a search.
5. Select the Attach button to attribute the selected waiver or document(s) to the booking.

Learn more about attributing waivers For a detailed look at attributing waivers to bookings, check out the following article: Where can I find waivers that are not attributed to bookings?