How to Manage Waivers in FLiiP

What are Waivers and Why Are They Important?

Waivers are digital documents that members must sign to acknowledge gym policies, risks, health form or specific membership/service terms. They help your gym stay compliant, protect your business, and make onboarding smoother.

Prerequisites

• Your gym must have the Digital Waivers feature enabled in system settings
• This is a paid add-on feature for Growth/Ultimate package

• Members need access to the FLiiP mobile app or the web version for digital signature capture

Key Features:

• Digital Signing: No more paperwork, members sign directly on their phone, computer, or via the app.

• Automatic Reminders: Members are prompted at log in to sign the waiver. automatically emailed when they need to sign or renew a waiver.

• Multi-Location: Assign waivers to specific locations or all locations.

• Language : Create waivers in multiple languages 

• Easy Tracking: See status (signed, unsigned, expired) for every member and every waiver in the client profile.

• Auto-Renewing Waivers:  As the expiration date approaches, the system automatically creates a new waiver document for the member to sign. The member receives an automated email before the current waiver expires, with instructions and links to sign the new waiver.

Step-by-Step: Waiver creation

1. Creating and Assigning Waivers

• Go to Settings > Policies & Agreements > Waivers.

• Click Create New Waiver. Assign the waiver to specific locations,  validity period if applicable and give it a clear name.

• Add your waiver template: 
  • If your waiver is already in PDF fillable format, all the components like : Signature, date, check mark component & fields will automaticaly be added to your doc .
    • You may want or need to change the component to another type like date format instead of text. This can all be done and change by clicking on the components. 
      • See the videos You can also add or remove components easily. 
    • Add you waivers in a the languages you need and save. 

• Assign the waiver to specific memberships or services. Under Membership or service tab, when editing or creating a new plan, you’ll have the option to assign 1 or multiple waivers.

How Digital Waivers Work

1. During Online Signup/Purchase: Members are prompted to sign waivers at the last step of their purchase process.

2. When a membership or service is assigned by staff member, the system automatically sends a waiver signing request email.

3. On Login: If a waiver signature is missing, members are prompted to complete and sign their waiver when they log into the mobile app or web portal.

4. The signed waiver is stored in the system, in the member's profile under document tab with date and signature data. 

Access Restrictions:

• Members cannot check in to the gym if they haven't signed the required waiver
• Members cannot book classes or appointments without a signed waiver
• The system will display an error message prompting them to complete the waiver signing process
• Staff can override this restriction and book the member in a class if needed, an Icon will informed the staff member that the user has a waiver to sign. 

Managing Waivers

Viewing Signed Waivers

1. Go to Members section
2. Select a specific member profile
3. Look for the Document tab 
4. View signed waiver details including:
   • Signature date
   • Waiver content that was signed
   • Digital signature data

Reports

1. Unsigned Waivers Report

What is it? The Unsigned Waivers Report gives you a clear list of all members who have not yet signed the required waivers for their memberships or services.

2. Waivers Nearing Expiration Report

Waiver Status Tracking

• Which members have signed waivers
• When waivers were signed
• Which version of the waiver was signed

Troubleshooting

Common Issues:

• Member can't check in: Verify the waiver feature is enabled and the member has signed their waiver
• Waiver email not received: Check spam folders and ensure correct email address in member profile
• Can't access waiver settings: Ensure you have proper admin permissions

Technical Support:

Current Limitations (and Flexible Workarounds!)

• Location-Based Logic:
  Waivers are managed per individual location.
  Example: If a client hasn’t signed the waiver at Location A, they’ll be blocked there—but can continue to access Location B.
• Partial Waiver Completion:
  If a client has signed at least one of their waivers, their access is maintained. This ensures members can get started with minimal hurdles, even as you follow up on other required waivers.
• Repeat Signature Requests:
  When a member buys a second membership using the same waiver, they’ll be prompted to sign again. This extra prompt helps you ensure up-to-date compliance, and members can easily complete the step from their profile.
• Mobile Experience:
  On the mobile app, waivers are available in Profile > Waivers—making it easy for members to find and sign at any time, even after their purchase is complete.
• Paper Waivers:
  At this stage, there’s no manual override for paper waivers, so all digital compliance is seamlessly tracked in the system. For paper forms, you can still maintain your own records outside of FLiiP.
• Checkout Flow for Contracts:
  Logged-in clients purchasing new contracts aren’t prompted during checkout, but the waiver is immediately accessible in their profile. Members can sign at their convenience before attending their next class or visit.
• Membership Request:
  When a client accepts a membership request from admin, they’ll find the waiver ready for them in their profile. The system will prompt them to sign as soon as they try to book a class, ensuring compliance before their first session.