Request a waiver signature

Every signature starts as a record for one customer and one template. You create it from the customer's Waivers tab or from Documents in the sidebar. What the tab lists and what an opened record shows is covered in The Waivers tab on a customer profile; this article covers the actions and their gotchas.

Where to start

• On the customer's Waivers tab, press Request waiver, pick the Waiver template and choose an action.
• On Documents, press Request waiver (only a plus icon on a phone), find the Customer by name or email (type at least two characters), pick the Waiver template and choose an action. This saves opening the profile when you are at the counter.

Every active template is offered, including ones the customer already signed. You request for one customer at a time; there is no request for several customers at once. You can also send the missing waivers of a booking from its arrival checklist, and those of a dive group from its Waiver check. See Check in a guest with their QR code.

Automatic requests

Under Settings → Waivers, How guests get their waivers decides whether DivePilot hands out signing links on its own:

• Right after signing up: the success screen after registering or booking online lists the forms to sign with Sign now, and the "Your details are with …" or "We received your booking …" email carries the same links. The confirmation email of an online booking lists whatever is still missing.
• When you confirm: nothing at signup; the links go out with the confirmation email of an online booking, so nobody signs for a booking you might not accept. This is the setting for a new dive center.
• We send them ourselves: nothing goes out on its own.

In both automatic modes a saved update link also lists what is still missing, and after signing one form the page leads to the next. Bookings you make yourself get no emails, so their guests only get links you send.

When a link is due, DivePilot makes sure a working signing link exists for each missing waiver, without a separate signing email. It reuses a link that is still open, gives a record whose link ran out a fresh 48-hour link, and creates a new Link sent record only when there is neither. The waivers a guest needs are those of each of their reserved, confirmed or checked-in bookings from today on, judged by that booking's own rules, or the general waivers for fun dives when they have no such booking. See Required waivers and the medical questionnaire.

The four actions

Creating a new record shows a message that matches what you did: "Signing link created" for a sent link, "Waiver confirmed" for an in-person confirmation, "Waiver uploaded" once an upload or photographed copy is saved.

The signing email and link

The email's subject is "Please sign your waiver - …" followed by the template title. It is written in the customer's language, carries your logo and primary colour, and replies go to your dive center's email address. The link works for 48 hours, as the email says, and this cannot be changed. What the diver then sees is described in What the diver sees when signing.

If the customer has no email address, or the email cannot be delivered, the record and the link are still created, and the message names the problem: "Request created, but the email could not be sent - copy the link instead." Open the record and use Copy link to pass the link on another way.

A Link sent record shows Link expires, Copy link and Resend email.

Note: Resend email sends the same request a new 48-hour link - the record does not change, and the old link stops working at once. It shows "Signing link resent", or, if the email fails to go out, "Link renewed, but the email could not be sent - copy the link instead."

Records that are not completed

After 48 hours an unused link turns Link expired, shown in red. Opening the record shows "The signing link expired on … without being used. Send a new one or pick another way to sign." and offers the four actions again, as does an Unsigned record. Every action now completes or updates that same record - none of the four leaves it behind to create another.

While a link is still active, the record offers no upload, photograph or in-person option. To record a paper signature in the meantime, press Request waiver again.

A refused upload also leaves a record behind. On a new request, Upload signed copy creates the record first and then sends the file. A file over 5 MB is refused before that, so it leaves no record. If the file itself is refused - the wrong type, for instance - the record stays Unsigned, and picking another file in the same dialog retries the upload on that same record rather than creating another. The file picker only offers PDF, JPEG, PNG and WebP; see An upload is refused. Photograph signed copy works the same way: pressing Save signed copy again retries on the same record, as long as you do not close the dialog.

Waiver records cannot be deleted or cancelled by staff, so a request made by mistake stays in the customer's history. There are no automatic reminders for unsigned links. The nearest thing is the pre-trip details check, if you switch it on: its email lists the required waivers still missing before the dive; see Waiver expiry, renewal and checks. To find unsigned links, set the status filter on Documents to Link expired; see The documents archive.

Who can do what

Requesting signatures (which covers sending links, Resend email and Copy link), uploading or photographing copies and confirming in person are separate permissions. Viewing waivers alone shows the records without those buttons. Creating any new record also needs the permission to request signatures. With the built-in presets, Admin, Manager and Staff can do all of it. Divemaster, Boat master and Instructor can send links and confirm in person, but cannot upload or photograph a copy. See Roles & presets.