Advanced Waivers allows you to create, store and manage multiple electronic waivers for specific events rather than being tied to the new user registration process or manual tracking of paper forms. For example, if your event requires parental consent for volunteers under the age of 18, you can create a minor waiver that applies only to users who have entered a birth date indicating at the time that they are under 18 years of age. The waiver requirement would recognize the user’s age and direct the user to bring a parent-signed copy of the waiver to the event. You can also use this feature to prompt volunteers automatically every year to sign your liability waiver.
Advanced Waivers is included with our Pro and Enterprise plans at no additional charge. If your organization does not yet have it, contact firstname.lastname@example.org for more information on how your organization can get started using Advanced Waivers.
TABLE OF CONTENTS
- Creating a New Waiver
- Adding Waivers to an Event
- Viewing Signed Waivers
- Recording Hard Copies of Waivers
- Deactivating Waivers
- Understanding the User's Experience For Adults
- Waiver for Minors
Creating a New Waiver
To add a new waiver, navigate to the Advanced Waivers page.
Click the Add New Waiver button in the top-right corner of the Waivers page (Figure 1).
Figure 1. Add a waiver by clicking on the Add New Waiver link.
Enter the name, text and desired expiration type (details below). When finished, click the Save button (Figure 2).
Figure 2. Paste the entire waiver text into the Waiver Text field.
First, enter a name for your waiver into the Name field. As a best practice, include the name of your waiver as well as the date. This way, if you update the waiver later, you will know which waiver version is which when adding it to an event.
Enter the complete waiver text into the Waiver Text field, with the exception of any data entry lines (i.e., places where the volunteer would normally write information, such as name, date and signature lines). This is important, as adult volunteers will be accepting the waiver electronically and it might confuse them to see lines where they cannot enter information. For minors, the system will insert the necessary signature and date lines automatically at the bottom of the waiver before prompting the user to print the waiver.
Finally, select how often you would like users' acceptance of the waiver to expire by choosing an option from the Expiration section. Based on your selection, the system will automatically prompt the user to accept the waiver again once their acceptance of the waiver expires and they attempt to register for an event with the same waiver attached to it.
- User must sign this waiver each time they sign up for an event that requires it. Choose this option to prompt the user to accept your waiver every time the user registers for events with that waiver attached.
- Users must sign this waiver every certain number of days. This is the most commonly used expiration type. Choose this option to prompt your user to accept the waiver every certain number of days. For example, to prompt the user to accept the waiver once per year based on the date the user last accepted it, select this option and enter "365" in the provided field.
- Users must sign this waiver each year as of a certain date. Choose this option to prompt all users in the system to accept the waiver on the same day of the same month each year. For example, if you want all volunteers to accept a general waiver on January 1 each year, select this option and enter "January 1."
- Users must sign this waiver one time only. Choose this option if you want volunteers to accept the waiver once and never be prompted to accept it again. You would use this option if you have a general waiver that requires acceptance once only, or if you have an annual waiver that you must update every year. In the case of the latter, you would need to create a new waiver near the end of each year and attach it to all events occurring the following year (beginning January 1st).
Adding Waivers to an Event
Once you have waivers created in the system, you can add them to an event.
To add a waiver to an event/template, click on the desired event and click the Edit button (Figure 3). You can also add waivers when building a new event/template.
Figure 3. Add waivers to an event.
Scroll down to the Waivers section at the bottom of the page. Select the desired waiver (which you created previously using the steps above) from the Adult Waiver drop-down menu (Figure 4).
If you would like to assign a different waiver for minors, you may select it from the Minor Waiver drop-down menu. This will prompt users under the age of 18 to print the waiver, have a guardian sign it, and bring the waiver with them to the event. However, if the language the parent is signing off on is identical to that of your adult waiver, there's no need to create a new Minor Waiver. Instead, you may attach the same waiver in both fields.
The system determines whether a user is a minor using the "Date of Birth" question in the User Form. If you no longer have this question, you must recreate it. Ensure the question is a Date-type question, the "Birthday" token is selected and that the question is required when recreating the question; this ensures Advanced Waivers will recognize the question and that users won't be shown an error message when signing up for events.
Alternatively you may use the 'Is Adult' token for a True/False question type instead, however this field would not be dynamic, with no way for the system to know when a volunteer turns 18.
Figure 4. Select the desired waiver from the Adult and Minor Waiver fields. You may have up to two adult and minor waivers per event.
Click the Save button. When users sign up for the event, they will be prompted to accept the waiver(s).
Viewing Signed Waivers
You can view signed waivers, as well as the date and method by which the waiver was accepted, using the instructions below.
First, enter the profile of the user you'd like to view the waiver for. You can do this in one of several ways:
- Navigate to the Users page and clicking on the user's name.
- Search for the user in the Search bar at the top of the page.
- Click on the user's name in the Registered Users section of an event.
Navigate to the Waivers tab of the user's profile (Figure 5). Each waiver accepted by the user will be displayed on this page, along with the date and method by which the waiver was accepted.
Click the ellipsis (...) button to the right of a waiver and select "Delete" from the menu that appears to delete the signed waiver from the volunteer's record, or select "Print Waiver" from the menu to print the waiver.
Figure 5. Click on a Waiver to view the Date Recorded, Recording Method, and Recorded By fields.
Recording Hard Copies of Waivers
If a user brings a hard copy of a waiver, either because they are a minor or because they did not sign up for the event beforehand, you can record acceptance of that waiver in VolunteerHub by going the user's profile and clicking on the Waivers page. Click the Add Signed Waiver button and select the desired waiver from the Waiver drop-down menu. Click the Save button (Figure 6). The waiver will be recorded as having been recorded by yourself manually on behalf of the user.
Figure 6. Add a waiver manually.
If a waiver is no longer needing to be used, it cannot be deleted if someone has signed it. Instead, the waiver should be no longer listed when creating new events. To 'un-list' a waiver:
- Go to the Waivers page.
- Click the ellipsis (...) button to the right of the desired waiver and select "Edit Waiver" from the menu that appears.
- Uncheck the List this waiver when creating new events checkbox.
- Click Save.
FIGURE 7. Unchecking this box will deactivate the waiver
The waiver is now displayed at the bottom of the Waivers page in the Unlisted Waivers section. It is no longer displayed in the drop-down menu within an Event, nor can it it be manually added to a user's profile. The waiver will, however, still appear in the Signed Waivers by User report.
Understanding the User's Experience For Adults
Advanced Waivers looks at the birth date in the Birthday field to determine whether the user signing up for an event is an adult or a minor. Alternatively, the birthday question may be replaced with an "Are you an Adult?" True/False question with the 'Is Adult' token selected.
If the user is an adult, the system will prompt the user to accept the adult waiver electronically and will store a timestamp and other details in the user's profile (see Viewing Signed Waivers section). A printable version of the waiver is emailed to adult volunteers if an administrator adds them to the event manually and the volunteer has not already accepted the waiver.
FIGURE 8. Adult volunteers will accept the event's Adult Waiver via checkbox.
Once volunteers have agreed to a waiver, they can review all signed waivers by selecting "View Signed Waivers" from the main drop-down menu after clicking on their name in the upper-right corner of the Volunteer View.
Volunteers may then view and print any waivers they have signed.
FIGURE 9. VOLUNTEERS MAY VIEW AND PRINT ANY SIGNED WAIVERS.
Waiver for Minors
Youth Waivers default to being 'Print Only'. Offering a digital option must be enabled within Site Settings (Settings>Site Settings) by selecting 'Print & Digital' and clicking Save.
FIGURE 10. SITE SETTING FOR YOUTH WAIVERS
Printed Youth Waivers
If the user is a minor, the system will alert the user that a waiver is required, insert signature/date lines into the minor waiver automatically and open a printer dialog box. The user would be prompted to have a guardian sign and to bring the signed paper waiver to the event with them. Minors will also receive a copy of the waiver via email. When they bring the signed copy of the waiver with them to the event, you can then record that you received that waiver in the system by entering it in their profile (see Recording Hard Copies of Waiver section above) or entering it semi-automatically in OnSite during event check-in.
FIGURE 11. MINOR VOLUNTEERS WILL BRING A PARENT-SIGNED HARD COPY OF THE EVENT'S MINOR WAIVER TO THE EVENT.
Note that volunteers who have not accepted a required waiver for an event will not be able to check into that event via OnSite/Kiosk until the accepted waiver is recorded by an administrator in either the user's profile or within OnSite during check-in.
Digital Youth Waivers
User Form Requirements
There are three User Form tokens which apply only to minors:
• Parent Name
• Parent Phone Number
• Parent Email Address
Though only Parent Email Address is required for Digital Youth Waivers to function, it is recommended to add all three.
Adding these questions is the same process as any other new question on the User Form, but the relevant token for each must be selected.
FIGURE 12. BECAUSE THESE QUESTIONS ONLY APPLY TO MINORS, THE SYSTEM ONLY DISPLAY THEM TO USERS UNDER THE AGE OF 18.
Understanding the User Experience for Digital Youth Waivers
When registering for an event the minor is presented with the option of emailing the waiver to their parent/guardian or printing it for them to sign.
FIGURE 13. THE FIELD FOR PARENT OR GUARDIAN'S EMAIL IS AUTO-POPULATED WITH THE EMAIL ADDRESS THE MINOR PROVIDED ON THE APPLICATION AS THEIR PARENT/GUARDIAN'S EMAIL ADDRESS, THOUGH THEY MAY INPUT A DIFFERENT EMAIL ADDRESS IF THEY WISH.
Once the minor clicks 'Send Request', the parent/guardian receives the following email:
Clicking 'Provide Consent' provides the parent/guardian with the waiver. Their name is auto-populated if the parent is logged in with their own VolunteerHub account. If they are not logged in or do not have an account they can type their name.
FIGURE 15. ONCE ACCEPTED, A CONFIRMATION EMAIL IS SENT TO THE EMAIL ADDRESS OF THE MINOR.
If the parent/guardian declines the waiver, they are provided the opportunity to return to the waiver to accept it.
FIGURE 16. WAIVER IS DECLINED