Creating Waiver & Documents templates (configuration settings)

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Learn how to configure document templates, including selecting applicable 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.

 

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Which plans include this feature?

Legacy:  Soho*, Plus, Enterprise, Flex
New:  Starter**, Growth (Subscription), Growth (Per Booking), Managed
*A 14-day trial of the waivers add-on is available to those on the legacy Soho plan.
**Starter plans include one active waiver template.
→ Learn more about our new plans or how to change your plan.

Where can I find this feature using the top menu?

Bookings > Waivers & Documents > Create/Edit Template

• Admin or restricted for Waivers & Documents.
  
  

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

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

 

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

 

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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.  

Need to assign the document to select products/items? Click on the dropdown arrow next to the category and select the appropriate product/item by checking its box.  

 

If the template is not attached to any products/items, it is not included in the booking flow. Be sure to make the assignment; otherwise, your Guests are not able to sign the document during the booking process.

 

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

 

This summary text is visible to the Guest on the live signing screen and the Public Document Directory, which we look at later.

 

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The document doesn't need to be signed by the Customer at the time of booking, but you can specify a Due Date.

If a due date is specified, the Customer is taken directly to their receipt after completing the booking. This receipt contains a link to the document waiting to be signed.  

 

The Customer can click on this link to be taken to the document for signing anytime.  

 

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You can also schedule a Reminder email to the Customer several days before the due date.  

Select one or more options from the drop-down menu. The Reminder email is sent out as per each option chosen, for example, 1 or 2 days before the due date. 

 

When Waiver & Document Reminders are sent, who receives them? Reminders are only sent for documents that have been created but not yet completed. Reminders stop sending for a document when the reminder schedule is complete or the document is completed or deleted. Cancelling a booking does not stop reminders from being sent for the attached documents. Send Reminders to Guests A document needs to be created for a reminder to be sent to a Participant/Guest. This can be done by the Booker or by Staff by adding a Participant/Guest to the booking. 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... From Guest Details, the primary Booker clicks the Add Guest button. The Booker can then fill out the form (or choose to provide the Email of the Guest). Click Continue to submit the Guest information. 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. Learn more here about Guest Forms... Configuring the guest form integration Without Guest Forms  If you don't have the Guest Forms integration enabled within your account, please follow these steps... From Required Documents, the primary Booker clicks Email Participants option. The Booker can click +Add Participant if need be (or directly fill out the form if this is the first Participant to be added). Fill out the Participant Name and Email. Click Send to submit the Guest information. 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 A new document is not created automatically for the Booker as Checkfront does not assume that the Booker is a Participant. This means that reminder emails are never sent to the primary Booker.  If you need to send a reminder to the Booker, then we recommend that you create a regularly scheduled notification to remind the Booker to ensure all documents associated with their booking are completed or for Staff to create a document for the Booker manually.   Introduction to email notifications

 

Document reminders apply to the previously made bookings if the booking check-in date is in the future and if the document link is shared with the Participants/Guests via email.

 

Linking to Waivers & Documents Did you know that you can include a link to a document in a notification or standard email, and the document can be attributed to a specific booking? Simply append the Template ID and the Booking ID variable to the end of your document URL. Format: https://{youraccount}.checkfront.com/reserve/document/?template_id={template_id}&id={booking_id} Example:  https://documentation.checkfront.com/reserve/document/?template_id=7&id=GRYX-111017 You can find the Template ID 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 Customer, and the completed document can be attributed to a booking manually by Staff at a later time. Learn more about email notifications here... Introduction to email notifications

 

Looking for a log of email Reminders? The Document Activity Log lists the email reminders as a Reminder Event. Learn more about the Document Activity Log here... Viewing the activity log for waivers & documents

 

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The Document Attachment section includes additional settings for your template.

 

The first determines whether the document is applied to single or multiple bookings.

For example, if your business offers memberships to your Guests, you can use this option to create a document that only needs to be signed once by the Guest but can then be applied to multiple bookings in the future.

If you are generating a one-time use waiver, ensure that the Single Booking option is selected. This is the default setting for templates.

If, however, you would like the document to be signed once and applied to future bookings, select the Multiple Booking 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, maybe the end of your season or the calendar year.

Next, you need to allow the document's reuse once it has been signed.

 

 

Once your Guest has signed the document, you can allow the document to be applied to future bookings according to the template's Multiple Booking day/date settings.

 

The document's status is updated with a pin icon to show that it is reusable.

The next time this Customer arrives at your business and books a tour, the document they have already signed can be attributed to the booking.

 

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To attribute multiple-use documents to more than one booking...

1. First, pull up the invoice after the document is initially completed.
2. Next, click the Attributes Document button in the left sidebar of the Documents tab.
3. Select the document you wish to use from the pop-up window by checking the box next to it. You should see the Customer's name but can perform a search if the list is long.

That's it! The signed document is now attached to the booking.

 

View this related article for more information. Where can I find waivers that are not attributed to bookings?

 

 

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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.

 

 

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< Creating Waivers & Documents templates (fields)     |     Configuring Waivers & Documents settings >

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