Waivers & Documents: Document Configuration

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Locate: Waiver or Document
Prerequisites: 

• Subscriptions to the appropriate plan (see plan availability above).
• The Waivers & Documents feature is available to both those using items (Inventory > Items), a key feature of our classic version of Checkfront, and those using products (Inventory > Products), a key feature of our newest version of Checkfront.

 

New to Checkfront - Products ✨ Products (Inventory > Products) is the successor feature to (Inventory > Items) and is available in our newest version of Checkfront. Not yet on our newest version and interested in upgrading? Please contact our Technical Support team for more information. Discover more product-related help articles here: Products (New).

 

In this article, we review document configuration settings including providing summary text and a completed document message, assigning your template to items or products, setting up due dates, specifying a reminders schedule and configuring your document attachment settings.

New to Waivers and Documents? Be sure to read the first article in this series for an introduction to this feature!

Please read the full series of articles, accessed at the side and bottom of this page, to learn more about Waivers & Documents.

 

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The Applicable Products (or Items) section is the list of your active products (or items) organized by category.

To assign the document to all the products (or items) in a category, simply check the box next to that category.  

Need to assign the document to select products (or items)? Click on the drop-down arrow next to the category and then select the appropriate product (or item) by checking its box.  

 

If the template is not attached to any products (or items), it is not included as part of 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 have the option to 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 that is waiting to be signed.  

 

The Customer can click on this link to be taken to the document for signing at any time.  

 

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You can also schedule a Reminder email to be sent to the Customer a specified number of 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 In order for a reminder to be sent to a Participant/Guest, a document needs to be created. 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... Guest Form: Configuration - 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 for 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 manually create a document for the Booker.   Notifications - Email (Booking Status): Introduction

 

Document reminders do 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... Notifications - Email (Booking Status): Introduction

 

Looking for a log of email Reminders? The email Reminders are listed as a Reminder Event within the Document Activity Log. Learn more about the Document Activity Log here... Waivers & Documents: Activity Log

 

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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, but also applied to future bookings, go ahead and 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 a number of days or a specific date, maybe the end of your season or the calendar year.

Next, you need to Allow Reuse of the document once it has been signed.

 

 

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

 

The status of the document 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 on the Attributes Document button in the left sidebar of the Documents tab.
3. From the pop-up window, select the document you wish to use 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.  

 

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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 within the next article in this series.  

When you’re happy with your configuration, click Save, at the bottom right.

 

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