Waivers on bookings and classes

A waiver is a form template your students sign before they train, ride, tumble, or fly. Flying School now treats waivers as their own thing rather than "just another intake form":

• A workspace-level switch, so businesses that never need waivers never see the controls.
• Waiver templates live on their own tab, separate from intake and feedback forms.
• You attach a waiver to a service, class, or event, and mark it required at check-in.
• Staff see a red Required pill on the booking, roster, and front desk until it is signed, and get a confirmation prompt if they check someone in anyway.
• Every signed copy lands in a review queue that staff can mark Reviewed or Flagged.

Forms and waivers are included on Solo and above. Classes, events, and front desk need Growth or Pro.

Step 1 - turn waivers on

Go to Settings - Comms - Waivers.

Field	What it does
Waivers	Master switch. While off, every waiver control, tab, and auto-send is hidden across the product
Default form	The waiver or intake template used when a booking does not name one. Required before you can save with the switch on
Send rule	Once per customer or Once per booking

Once per customer skips the send when that student already has a signed copy of the default form on file - the usual choice for a gym or studio membership waiver. Once per booking asks every time, which is what you want for per-flight, per-ride, or per-treatment consent.

If the dropdown says there are no active waiver or intake forms, build one first (step 2) and come back.

Step 2 - build the waiver template

Waivers appear as their own tab once the switch is on: Templates - Waivers - New waiver.... The type is locked to Waiver so waivers stay out of the Forms tab.

The drawer has two tabs. Form is the field builder - text, choice, yes/no, and signature fields. Submission Logic decides how long a signature counts for:

Field	What it does
Assign to	Customer also lists the waiver on the student's portal Forms page. Booking and Service keep it staff-driven
Required on first visit	Keeps the waiver in the student's portal list until they have submitted it once
Required every time	Only a signature attached to that booking, class enrolment, or event ticket counts. Yesterday's copy does not carry over
Expires after days	A signature older than this many days stops counting and the waiver goes back to missing. Blank means it never expires

Leave Required every time off and Expires after days blank and one signature covers the student forever. Set Expires after days to 365 for an annual re-sign.

Use the Preview Form action to save and open the customer-facing page in a new tab. The template has to be Active for the public page to load.

Step 3 - attach it to what people book

A waiver does nothing until it is attached to something. Open the record and expand the Forms & waivers section:

Attach to	Where	Covers
Service	Catalogue - Services	Every booking of that service, staff-made or from the portal
Class, course, or program	Catalogue - Classes	Every enrolment in every session of that class
Event or workshop	the event editor	Every ticket holder on the event roster

Choose Add, pick an active waiver or intake template, then decide on the Required at check-in toggle:

• On - staff see a red Required pill and a confirmation prompt at check-in while it is missing.
• Off - staff see an amber Optional pill and nothing blocks or prompts.

You can attach more than one form to the same item, for example a liability waiver plus a health questionnaire, and make only the waiver required.

Step 4 - get it signed

Three ways to collect a signature, and all three write back to the same place.

Ahead of the visit, by SMS. Open the booking, expand Customer Communications, and the timeline shows a Send Intake Form step at Now. Pick the template if you have more than one active waiver, and Flying School texts a private link. A waiver reminder step follows later in the timeline for anyone who has not signed. On a saved booking you can resend either step. Sends need SMS on your plan and a mobile number on the student; the send is skipped automatically when the booking already has a signed waiver, or when the student has a copy on file and your send rule is Once per customer.

At the counter. In the Forms & waivers section on the booking, roster, or front desk row, choose Fill form to complete it on your own screen - name, contact, and address come prefilled from the student's profile - or Show QR so the student scans it and signs on their own phone. No login and no app required either way.

In the portal. Waivers set to Assign to: Customer show up on the student's portal Forms page with a badge count, so they can clear them without being asked.

Step 5 - review before the session

The Forms & waivers section appears everywhere staff work a session:

• The booking drawer, opened automatically when something required is missing.
• The class session roster, per enrolled student.
• The event roster, per ticket holder.
• The front desk today list.

Each row shows the form name and a status pill:

Pill	Meaning
Complete	A signature is on file and still counts under the template's expiry and every-time rules
Required	Attached as required at check-in and not signed
Optional	Attached but not required, and not signed

Choose Review on a completed row to read the answers and see the signature image. Check someone in while a Required pill is showing and Flying School asks "Check in without completing required forms?" first. It is a prompt, not a hard stop - the front desk is never locked out, but nobody checks a student in unaware.

The review queue

Open Templates - Waivers and click a waiver to see every submission for it: submitted time, student, email, phone, status, and internal notes. Click a row to open it.

Inside a submission staff can:

• Read every answer and the captured signature.
• Set Status to New, Reviewed, or Flagged. Use Flagged for a disclosed injury or medication that needs a second look before the student trains.
• Add notes, which stay internal and are never shown to the student.
• Print submission for a paper file or an insurer.

Status and notes only apply to submitted rows - a waiver still waiting on the student has nothing to review yet.

Good to know

• Turning the master switch off hides the Waivers tab and stops auto-sends, but signed copies stay on file. Turn it back on and everything reappears.
• Editing a template does not invalidate signatures already collected. Old submissions keep the answers as they were signed.
• Attaching or detaching a waiver changes what staff see straight away, including on bookings already in the calendar.
• Removing the Required at check-in toggle silences the prompt without deleting anything.
• The waiver request and reminder SMS run off the booking. Class enrolments and event tickets use Fill form, Show QR, or the portal.

Tips

• See build intake forms and waivers for the field builder itself.
• Waiver request and reminder wording lives in your email and SMS templates - edit those before you turn sends on.
• Pair required waivers with front desk check-in so the whole arrival flow happens on one screen.
• Let students clear their own paperwork through the customer portal.