Create a waiver template

A waiver template is the document your customers sign, set up once and reused for every diver. You manage templates under Settings, then Waivers in the Guests & bookings group.

How guests get their waivers

At the top of the tab, How guests get their waivers chooses when DivePilot hands out signing links on its own: Right after signing up, When you confirm, or We send them ourselves. It saves as soon as you pick one and needs the permission to edit waiver templates. See Request a waiver signature.

The tab and its list

The Waivers tab appears for anyone allowed to create, edit or delete waiver templates. Permission to view waivers alone does not show it. Of the built-in presets, Admin and Manager can manage templates; Staff, Divemaster, Boat master and Instructor cannot.

Waiver templates lists every template, inactive ones included. Each card shows the title, the organisation, the badges Required for everyone, Required for fun dives or Required for courses, Medical and Inactive, a line such as "Version 4.03 · EN · Valid for 365 days", the PDF's file name, and a count such as "3 signatures collected". That count is completed signatures only - a signing link sent but never used, or an expired one, does not add to it.

Add a template

1. Press Add waiver. To start from an agency's official form instead, use Add from standard; see Add the standard agency waivers.
2. Fill in the fields below.
3. Press Add waiver. The template is saved first, then the PDF is uploaded.

The combination of organisation, title and version must be unique. Medical waiver and General waiver, and the extra waivers a course template or a dive group can add, are explained in Required waivers and the medical questionnaire.

Note: Clearing Validity (days) on an existing template and saving switches it back to never expiring - the same as leaving it empty on a new one.

The PDF

Only PDF files up to 5 MB are accepted; a larger file is refused with "This file is too large - the limit is 5 MB". Use Upload PDF (Replace PDF once a file is attached) on the card or in the edit dialog, where the file is uploaded straight away, before you press Save changes. The file name on the card opens the PDF in a new tab.

A template has no text of its own: there is no editor for clauses or consent wording. What the diver agrees to is the PDF plus two fixed consent checkboxes on the signing page. A template without a PDF can still be signed; the diver is told that no document was uploaded.

As soon as a template has a completed signature, its PDF can no longer be uploaded or replaced, even when it has none yet. See Waiver versions and the document lock.

One template per language

Language does not choose anything automatically: the signing email follows the customer's language whatever the template says. To offer a waiver in several languages, create one template per language with its own PDF. Give each copy a different title, such as "Liability release (DE)", because language is not part of what makes a template unique.

Deactivate or remove

Edit the template and set Status to Inactive. An inactive template is no longer listed in the Waiver template picker when requesting a signature, and no longer counts as required anywhere, also where a course template or a dive group added it as an extra waiver. It keeps its signatures, and you can switch it back on at any time.

Remove template, the trash icon, asks you to confirm first. A template with any signature records, signed or not, or one still added as an extra waiver on a course template or a dive group, is only deactivated and shows "Waiver template deactivated"; one with neither is deleted for good and shows "Waiver template deleted".

If the template does not save

• "A waiver template with this organisation, version and title already exists": another template has the same three values, often an inactive one or a copy for another language that kept its title. Change the title or the version, or edit the existing template and set it back to Active.
• Add waiver or Save changes refuses with an error under Validity (days): it is above 3650, below 1, or not a whole number. Enter 1 to 3650, or clear the field to mean never expires.