Waiver expiry, renewal and checks

A signature stays valid for the number of days set on its template, counted from the moment it was signed, uploaded or confirmed. A template without validity never expires.

Expiry dates

• The expiry date is set when the waiver is completed, whichever way: online, uploaded or confirmed in person. An open request has no expiry date and cannot show Expired until it is actually completed. Changing the template's validity later affects new signatures only.
• A new signature on the same template starts a fresh period. The old record stays in the history and shows Expired once its own date passes.
• The date shows as Expires on a completed record and as Valid until on the Documents page, in red once it has passed.

Renew a waiver

There is no renew button. Nothing is requested again automatically when a waiver expires or a link goes unused, with two exceptions that reach the diver: the pre-trip details check below, if you switch it on, and the signing links a diver is handed after saving their details through an update link, for every waiver they need that has no valid signature. To renew, open the customer's Waivers tab, press Request waiver and pick the same template; see Request a waiver signature. There is also no list of waivers expiring soon, so rely on the checks below.

The customer header

The Waivers stat in the customer header only looks at templates Required for everyone. The other waivers a diver may need, those for fun dives only or for courses only, a course's additional waivers and a group's extra waivers, depend on the trip, so only the trip's checks judge them. The header shows one of four statuses:

Expired wins when one required template has expired and another is missing. When no template is required for everyone but some are required for fun dives only or for courses only, the header shows Checked per trip whatever the customer signed; look at the trip instead. When no template is required at all, any valid signature shows All signed, otherwise an expired record shows Expired, otherwise Missing, and a customer without records shows None on file.

On the dashboard

• Missing waivers lists customers on trips today or tomorrow without a valid signature for a waiver they need on that trip, with Today or Tomorrow, the boat and the departure time, and the missing titles. A customer short on two departures gets one row per trip, each with that trip's own missing titles. Clicking a row opens the customer's Waivers tab directly. Students on boat trips are included, bookings not yet in a dive group are not.
• Waivers awaiting signature lists the latest online requests not yet signed, marked "Sent" with the date, or Link expired.

Each panel shows five rows, refreshes every minute and needs its own dashboard permission. Clicking a row opens the customer. See Your dashboard.

On the trip

When at least one diver in a group needs a waiver, the group card has a Check waivers icon, amber when someone has a problem. It opens Waiver check: each customer with the waivers they need, marked as signed, not signed or signature expired. Each diver's list is their own: the general waivers for fun dives or for courses, their course template's additional waivers and the group's extra waivers; see Required waivers and the medical questionnaire. Staff are never checked. The Departure check at the top of the trip shows Waivers signed or how many divers have waiver issues. Trip guests, who stay on the boat or snorkel, are not checked. See The trip page.

On the booking

The Check-in panel at the top of a booking's page, for fun dives and courses alike, lists each waiver the guest needs for that booking, by the same rules as the trip's checks, as not signed or expired, or reads "All required waivers are signed", with Open waivers to jump to the customer's tab. You need the permission to view customers to see it. See Check in a guest with their QR code.

Note: The dashboard, the trip and the booking judge validity as of now, not on the trip date. A waiver that runs out before the trip still shows as fine there. Only the notification and the pre-trip details check below look ahead.

Where waivers are not checked

Apart from the customer header and the booking's Check-in panel, every check above is tied to boat trips. No waiver status appears on:

• a course, its roster, its sessions or an enrolment. Enrolment checks the course prerequisite, not waivers;
• the Bookings list or your online booking page;
• rentals.

Students on a boat trip appear in Missing waivers, in the expiry notification and in the trip's Waiver check. Pool, classroom and other sessions are never on a boat trip, so nothing checks them. Before such a session, look at each student's Waivers tab or the Check-in panel of their course booking, or filter Documents by the template.

A trip guest is not a customer, only a name, an activity and a note, and cannot be sent a waiver. To collect one from a snorkeller, a child or a partner, add them as a customer and request it on that profile; see Sign waivers at the counter, for walk-ins and children. The guest entry stays unlinked, so the trip still does not check them.

The expiry notification

Every hour DivePilot looks at the dive groups of trips from today to seven days ahead. When all of a customer's signatures of a waiver they need on that trip - signed online, uploaded or confirmed in person - end before their trip date, it posts Waiver expires before trip, once per trip, customer and template. It is marked as read for every one of that trip's warnings on that template as soon as the customer completes it again, whichever of the three ways they do it.

This check skips customers who never signed at all; those show up in the checks above. See Notifications.

The pre-trip details check

If you switch on Pre-trip details check under Settings, then Customer form, DivePilot emails divers 1 to 7 days before their dive, as you choose, when a waiver their booking needs is not signed or runs out before the end of the dive day, or when required details are missing. The booking is judged by the same rules as its Check-in panel, and a diver with several bookings by the earliest one. The email names each form still to sign. Unlike the checks above, it covers every reserved or confirmed booking, course bookings included, whether or not the guest is in a dive group yet. Divers with nothing missing get no email. See Emails your guests receive.

The link in the email opens the diver's details. After saving, the diver gets Sign now for each waiver without a valid signature today, across all their reserved or confirmed bookings from today on, each judged by its own rules. A waiver that is still valid today but runs out before the dive is named in the email but not offered there, so renew it from the customer's Waivers tab.

None of these checks blocks anything. They are warnings for your team to act on.