A signature is only proof if the document behind it never changes. That is why DivePilot locks a template's PDF as soon as the template has signatures, and why a new version of a waiver is always a new template.

The document lock

Once a template has a signature record, Upload PDF and Replace PDF disappear from its card. The edit dialog shows Document locked instead of the upload field: "This template has 3 signatures - the PDF cannot be replaced, to keep the document intact. To use a new document, create a new template with a different version number."

Every record counts, not only completed signatures. A signing link that was sent but never used, an uploaded paper copy and an in-person confirmation all lock the PDF. The lock also applies to a template that has no PDF yet, so upload the PDF before you request the first signature.

For every online signature on a template with a PDF, DivePilot also stores a fingerprint of the PDF as it was at that moment. It appears as Document hash on the signed record.

Only the PDF is locked

Title, organisation, version, validity, language, status and the medical and required switches stay editable after signatures exist. Two of them need care:

  • Changing Version relabels every signature already collected on the template, because a signed record shows the template's current version. Leave the version alone and create a new template instead.
  • Changing Validity (days) affects future signatures only. Each existing record keeps the expiry date it received when it was signed.

Publish a new version

There is no version history and no link between an old and a new template. A new version is a separate template:

  1. In Settings, then Waivers, press Add waiver.
  2. Enter the same Title and Organisation with a new Version, for example 2025 instead of 2024.
  3. Upload the new PDF and set validity, Medical waiver and Required for diving as on the old one.
  4. Press Add waiver.
  5. Edit the old template and set Status to Inactive, or switch Required for diving to Optional.

Who has to sign again

Signatures belong to the template they were collected on. The customer header, the dashboard, the trip's waiver check and the expiry notification all look at each template separately. So:

  • A customer who signed only the old version counts as missing the new one as soon as the new one is required for diving.
  • If the old version stays active and required, customers need both.
  • Old signatures stay on the customer's Waivers tab with their own status and remain readable.

Nothing is sent automatically when you add a version. Request the new one from each customer, one at a time, as described in Request a waiver signature. The Missing waivers panel on the dashboard, which covers trips today and tomorrow, and the Waiver check of each dive group that is not a course group show who is still missing it.

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