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Set up digital agreements in event/club dashboards

Updated

Add the waivers, releases, media consents and refund policies registrants must agree to.

Must know
  • An agreement belongs to the organization that created it. Owners and administrators work on their own organization’s agreements and on those of another organization they also manage. A process-specific admin works only on agreements of another organization they manage, such as their association.
  • Only someone who manages the owning organization, or Uplifter, can edit, detach or delete an agreement, or change its languages and display options.
  • Registrants see your agreements before they reach the cart. When the person registering isn’t the participant, or a minor’s parent or guardian, they can still check out and the waiver is emailed to the signer, unless the waiver requires signature before checkout (a strict agreement). See When the signature is due.
  • A membership with an unsigned waiver shows Processing, not Issued, until it's signed. It still meets membership rules on events and clubs in the meantime.
  • Who signs as a minor comes from the age of consent you set on the waiver.
  • A reused agreement is shared: editing it from any dashboard changes it everywhere it's used. People who signed the earlier wording are asked to sign again the next time it’s presented to them.

Add the waivers, releases, media consents and refund policies registrants must agree to. You set them up on your Event/Club Dashboard under Configuration → Agreements to Sign.

  1. Open Agreements to Sign

    On the dashboard, open the Configuration tab and select Agreements to Sign. There's no Waivers tab any more.

  2. Add or reuse an agreement

    Select Add Agreement, then enter the document name. Only admins see this name, on your dashboard. If your association collects memberships through Uplifter Enterprise, you see the Owning Organization menu: choose which organization owns the agreement. The menu lists membership organizations only, not financial organizations. A process-specific admin chooses their own organization, such as their association.

    Add Agreement button beside the question about what registrants need to agree to

    Agreement | Waiver Setup window with the Waiver Title field

    To use one you already have, select Reuse existing agreement, search for it by name, then choose Add existing agreement (shared) or Clone agreement (a separate copy used only here). Which one to choose depends on your insurer’s or sanctioning body’s policy. The list shows only the agreements you’re allowed to attach. An agreement already used elsewhere is marked as displayed in multiple registration processes, so check before you edit it. Then skip to step 6.

    Reuse existing agreement button beside Add new agreement

    Select existing agreement window with the search field and the Add existing agreement and Clone agreement options

  3. Choose who signs

    Pick a document signed by each participant (a waiver) or by the purchaser only (a refund policy). For each participant, say whether minors need a separate version and, if so, set the Age of Consent where your activities take place. Select Done.

    Choice between a document signed by each participant and one signed by the purchaser only

    Question asking whether you need separate agreements for minors and adults

    Age of Consent fields for the adult and minor agreements

  4. Pick the languages

    Choose the primary language and select Add Language for a second one (English and French are available). Select Done and the editor opens.

    Language #1 drop-down with the Add Language button

  5. Write and save

    Enter the title and body. With a minor version, fill in both the adult and minor versions, even when the text is the same. Don't embed images in the agreement text. To share a formatted copy, attach a DOCX or PDF (5 MB limit) with Upload File. Select Save.

    Adult Agreement editor with Waiver Title, Waiver Body and Upload File

    Saved agreement in view mode with Edit content and Edit display options buttons

  6. Choose where it applies

    Select Edit display options and pick the registration categories that show the agreement. Select Edit content to change the text later. Only admins of the agreement’s owning organization can change its content, languages, display options or settings; everyone else sees it read-only.

    Select categories window with Applies to all categories checked

  7. Add checkboxes and highlights

    A checkbox is a sentence registrants tick to agree, such as "I agree to the terms of the document". Switch the editor to Source and wrap the sentence in <confirm> and </confirm>.

    Signing page showing a ticked checkbox sentence

    Waiver Body in Source mode with confirm tags around each checkbox sentence

    To highlight a passage with a yellow background and red border, add class="yellow-bckg-red-border" to the opening tag of its element.

    Waiver passage shown with a yellow background and red border

  8. Personalize with merge tags

    Merge tags fill in the signer's details. Put each one inside double curly brackets.

    Merge tag example: participant_full_name inside double curly brackets

    • Participant: participant_full_name, participant_first_name, participant_last_name
    • Participant address: participant_address_street1, participant_address_city, participant_address_province, participant_address_country, participant_address_postal_code
    • Parent or guardian: guardian_full_name, guardian_first_name, guardian_last_name, guardian_email

When the signature is due

Each agreement is either strict or non-strict:

  • Strict — the registrant must sign before checkout completes. Whoever is at the keyboard signs.
  • Non-strict — the registrant can check out first, and the person who has to sign gets an emailed link to sign later. This helps make sure the actual signer, such as a participant registered by someone else or a minor’s parent or guardian, is the one who signs.

Signing later applies to participant agreements only. A purchaser agreement, such as a refund policy, must always be signed before the transaction completes.

You aren’t left waiting on the signer. Until it’s signed, the membership shows Processing, and you can resend the agreement from the member’s Membership Details to get outstanding agreements signed before the event. See Resend waivers for minors and people registered by someone else.

Remove an agreement from a dashboard

Removing an agreement stops it applying to this dashboard; the agreement and its signatures stay. Only admins of the organization that owns an agreement can remove it from a dashboard or delete it. Anyone else sees: “This agreement belongs to [organization] and can only be removed by them.” To remove an association’s waiver from your dashboard, ask the association, or contact Uplifter Support. Uplifter removes older agreements that have no owning organization.

Don’t embed images in agreements

Don’t paste or embed images in an agreement’s text. An embedded image can be tied to the computer it was added from, so registrants may see a broken image or none at all. To share a formatted version, attach a DOCX or PDF with Upload File instead. If your association needs an image inside an agreement, contact Uplifter Support.

When the person registering isn't the participant, or a minor participant's parent or guardian, the waiver is emailed to the signer instead and the membership shows Processing until it's signed. To follow up on one, resend it from the member's Membership Details.

Related: Resend waivers for minors and people registered by someone else · Sign missing waivers or agreements on your membership (for members)