The documents archive

Documents in the Operations group of the sidebar lists the waiver records of all your customers in one place: signed, pending and expired. It is visible to anyone who can view waivers.

Search and filter

• Search by customer or waiver… matches a customer's first or last name, or a template title.
• The status filter offers All statuses, Signed, Pending and Expired.
• The template filter, All waivers, narrows the list to one template, inactive ones included.
• Clear filters appears once a filter is set and resets them all.

Your filters are remembered in this browser until you sign out.

The list

The table has the columns Customer, Waiver with organisation and version, Status, Requested (the day the record was created) and Valid until. The newest request comes first, 20 to a page. On narrow screens each record is a card. Click a row to open the record.

The status badge on each row is one of:

• Signed, with an icon for the method: online, upload or in person;
• Link sent, while the 48-hour signing link is active;
• Unsigned, when the link ran out or an upload never finished;
• Expired, once the expiry date has passed.

When the template has a validity period, a request that was never completed still gets a Valid until date, counted from the moment it was created, and turns Expired on that date, as soon as the validity period has run out. Records of a template that never expires show no date there.

Open a record

A signed record starts with how it was signed: Signed digitally online, Signed via uploaded document or Confirmed signed in person. Below that come Signed by, Date, Confirmed by, IP address, Device, Expires, Waiver version, Consent given, Document hash, Medical answers and Drawn signature, as far as they apply. View the uploaded document opens the uploaded or photographed copy, and View the waiver template opens the template's PDF. More in The Waivers tab on a customer profile.

A record with an active link shows Copy link and Resend email, and an unsigned one offers the actions again. See Request a waiver signature. Request waiver at the top of the page starts a new request for any customer who has not been deleted or anonymised.

What the archive does not do

• It has no export. The only waiver export is the Waivers sheet of a single customer's Excel export, described below.
• It cannot delete, cancel or void a record.
• It has no signed PDF to download. An online signature consists of the record above plus the template's PDF.
• It leaves out customers who were deleted or anonymised, although their waiver records are kept.

An anonymisation erases the IP address and device stored on the customer's signatures; see Archive, export or anonymise a customer. Merging two customers moves the waiver records to the one you keep; see Merge duplicate customers.

The Waivers sheet of the customer export

Export data in the actions menu of a customer's profile downloads an Excel file with a Waivers sheet, one row per record:

Do not use this sheet as proof:

• Only in-person confirmations carry a date. Online and uploaded signatures leave "Signed at" empty and always show No under Expired, however old they are.
• Expired is worked out from the template's current validity, not from the Expires date stored on the record.
• Requests that were never completed are rows too, usually with Online as the method, and nothing marks them as unsigned.

For proof of a signature, open the record here or on the customer's Waivers tab. Its status, Date and Expires are the reliable ones.