Waivers & Documents: Document Configuration

Configuration

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The Configuration section enables you to assign your template to the applicable items in your inventory as well as set up due dates and a reminders schedule. Access this section via the Configuration button, top right, on the document edit screen.  

 

 

 

 

 

 

 

 

Applicable Items

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You will see a list of categories in the configuration section. To assign the document to all the items in a category, simply check the box next to that category.  

 

 

 

 

If the document should be applied to a specific item(s) only, click on the drop-down arrow next to the category and then select the appropriate item(s) by checking its box.  

When a category contains some items that are applicable to the waiver and some that are not, the category will be labelled with a minus sign, rather than a check mark.  

If the template is not attached to any items, it will not be included as part of the booking flow. Be sure to make the assignment, otherwise, your customers will not be able to sign the waiver during the booking process.  

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

This description will be visible to the customer on the live signing screen (see below):  

And, the Public Document Directory, which we'll look at later:  

The waiver doesn't need to be signed by the customer at the time of booking, but if you like, you can put a due date on it in the configuration section.

If a due date is selected, the customer will be 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.  

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, in this case, 1 and 2 days before the due date. We will look at email notifications a bit later on.  

When Waiver & Document Reminders are sent, who receives them? Reminders are only sent for Documents that have been created but not yet completed. 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. - 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, we would recommend that you create a regularly scheduled Notification to remind the Booker to ensure all Documents associated with their booking are completed.   Notifications - Email (Booking Status): Introduction

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). 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

This option allows you to create a waiver that can be used for multiple bookings. If your business offers memberships to your guests, for example, you can use this option to create a waiver that only needs to be signed once by the user, but can then be applied to multiple bookings in the future. If you are generating a one-time use waiver, simply select the Single Booking option, selected by default. If however, you would like the waiver to be signed once, but also applied to future bookings, go ahead and select the Multiple Bookings option instead.  

Additional time-based options will appear, enabling you to select how long the waiver can be reused for. You can select a number of days or a specific date, maybe the end of your season or the calendar year. Once the multiple-use waiver is ready and has been signed by the customer, you will find it by pulling up the customer invoice and clicking on the Documents tab.  

Since this waiver is configured as reusable and we would like to be able to use it again for this particular customer, click on the drop-down labelled View and select Allow Reuse . The status of the waiver will now be updated with a pin icon to show that it is reusable.

So, the next time this customer arrives at your business and books a tour, you will be able to attribute the document which they have already signed. To do that, create their booking and pull up the invoice. Click on Attribute Documents in the left sidebar of the Documents tab. 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 need be.

And that's it! The signed waiver is now attached to the booking.  

Checkfront has the ability to post your template to a Public Document Directory, which we will look at below. To do so, check the box provided.  

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

< Waivers & Documents: Signing the Document     |     Waivers & Documents: Public Document & Kiosk Directories >