How to Set Up Waivers: A Guide for Site Managers

Created by Brittany Crow, Modified on Thu, 21 Dec 2023 at 11:01 AM by Brittany Crow

Heads up! This article is intended for site managers.


You can set up eSign waivers for your volunteers to complete with qualifications. There are some things to consider when setting up a waiver, like which waiver type is best for your particular use case. In this article, we cover: 

✏️ Quick tip: We highly recommend selecting the Adult and minor waiver when choosing a type. This waiver type ensures that volunteers submit the correct waiver based on their age. 


  So you know: Some sites have language overrides in place. This means one site might use prerequisites, another may use qualifications. Please contact us  if you'd like to request any language overrides for your site! 


Where to set up waivers

You can create and assign waivers to qualifications as necessary from the Qualifications area of your site. 

1. Go to Volunteerism > Qualifications

2. On the Manage Qualifications page, click the Waiver Setup tab. 

3. Select Add New Waiver

4. This opens the Manage Waiver page where you can start setting up your waiver: 


What are the different waiver types? 

Here's a breakdown of the different waiver types, their descriptions, and when it's best to use each one: 

Waiver TypeDescription
Adult and minorWe recommend that you opt to always select Adult and minor if you know you'll have both adult and minor volunteers participating with your organization. 
  • The site asks the volunteer to enter their birthdate and directs them to the correct waiver—i.e., adult waiver or minor waiver—accordingly. 
  • This type of waiver is great when you know your Opportunity allows for volunteers of all ages to participate. 
  • This waiver type is the one we recommend the most to avoid missed qualification submissions or volunteer opportunities. 
Adult OnlyOnly select this waiver type if the Opportunity has an age restriction of 18+. 
  • This waiver type is good for Opportunities where age restrictions apply or where you know minor volunteers are not welcome to participate in. 
  • Depending on how you have set up your qualifications if a minor volunteer inputs their birthdate, then they won't be able to proceed since the waiver is set to adults only. 
    • This can result in a missed volunteer opportunity! 
Minor OnlyOnly select this waiver type if the Opportunity has an age requirement or restriction of 17 and under.
  • If you have this waiver type in place and an adult volunteer inputs their birthdate, the waiver is bypassed. 
    • This can result in a missed qualification waiver requirement!
Clickwrap WaiverUnlike the qualification waiver, a clickwrap waiver can be added to an Opportunity when creating it. These are great when you want volunteers to agree to a waiver before responding to a volunteer Opportunity without signing a document or having to wait for approval. 
  • Click here to learn more about clickwrap waivers. 


How to set up Adult and minor waivers

setup 

1. On the Manage Waiver page, select the Adult and minor waiver type. 

2. Name the waiver. 

  • Be sure to give your waivers specific names so that you can quickly review or edit them whenever. 

3. Add a description to the waiver if applicable. 

4. Click Submit

5.  Click Upload Adult Waiver.

  • When you click Upload Adult Waiver, you're prompted to select a .pdf file of the adult waiver. 
  • Repeat the process for the minor waiver. 

6. Click Submit once you've uploaded your waivers. 

7. After the files upload successfully, the Assign Fields buttons appear in Step 3 on the Manage Waiver form. This is where you add date, initial, or signature fields to your waivers. 

  • Click Assign Fields beside Adult Waiver

  • Click and drag the field you want to add to the form, where you want to add it—e.g., initials, signature, or date. 

  • Click Submit Page when you're done. 
  • Repeat those steps for the Minor Waiver. 
    • The only difference you'll encounter when assigning fields on the minor waiver is that you can select which field is assigned to which individual—i.e., adult signature field vs. minor signature field. 
    • When a minor is asked to sign a waiver, they are also asked to provide a valid email for a parent or guardian to review the waiver as well. 

Heads up! To ensure a minor's signature is valid, be sure to include the adult initials, signature, and date fields as well. This is an important step that ensures the minor's guardian agrees to their signature. 

Best practice: You may want to consider reviewing the forms before you click Finalize Waiver(s) by clicking Re-assign Fields. You can just click Submit Page when you're done reviewing to proceed. This is also a great option if you discover you uploaded the wrong waiver or don't like where you assigned a field on the form. 

  • Once you click Finalize Waivers, you won't be able to re-assign those fields. 

8. If you're happy with how your waivers are set up, you can click Finalize Waiver(s)

  • A warning pops up asking if you're sure you're ready to finalize the waivers. 
  • Once you finalize the waivers, you no longer have the option to edit the uploaded documents or adjust the assigned fields you applied in Step 3

9. Now you can attach the waiver to a qualification. 

  • Click Create Qualification to get started. 
    • Click here to learn more about creating qualifications. 
  • You can also click Done, but the waiver won't be live until you attach it to a qualification. 
    • If you select Done, the waiver appears in the dropdown menu when you create a new qualification and select Waiver as the Type


How to set up an Adult Only waiver

Please note, we don't recommend setting up an Adult Only waiver unless you know your organization strictly prohibits minors from volunteering. If your organization allows minors to volunteer, then they won't be able to proceed with signing a waiver that's set to Adult Only when they input their birthday. If you know you'll have both minors and adults on your site responding to your Opportunities, then we highly recommend the Adult and Minor option. 

1. On the Manage Waiver page, select the Adult Only waiver type. 

2. Name the waiver. 

  • Be sure to give your waivers specific names so that you can quickly review or edit them whenever. 

3. Add a description to the waiver if applicable. 

4. Click Submit

5.  Click Upload Adult Waiver under Step 2

  • When you click Upload Adult Waiver, you're prompted to select a .pdf file of the adult waiver. 

6. Click Submit once you've selected the .pdf file you want to upload. 

7. After the file uploads successfully, an Assign Fields button appears in Step 3. This is where you add date, initial, or signature fields to your waiver. 

  • Click Assign Fields beside Adult Waiver

  • Click and drag the field you want to add to the form, where you want to add it—e.g., initials, signature, or date. 
  • Click Submit Page when you're done. 

Best practice: You may want to consider reviewing the form before you click Finalize Waiver(s) by clicking Re-assign Fields. You can just click Submit Page when you're done reviewing to proceed. This is also a great option if you discover you uploaded the wrong waiver or don't like where you assigned a field on the form. 

  • Once you click Finalize Waivers, you won't be able to re-assign those fields. 

8. If you're happy with how your waivers are set up, you can click Finalize Waiver(s)

  • A warning pops up asking if you're sure you're ready to finalize the waivers. 
  • Once you finalize the waivers, you no longer have the option to edit the uploaded documents or adjust the assigned fields you applied in Step 3

9. Now you can attach the waiver to a qualification. 

  • Click Create Qualification to get started. 
    • Click here to learn more about creating qualifications. 
  • You can also click Done, but the waiver won't be live until you attach it to a qualification. 
    • If you select Done, the waiver appears in the dropdown menu when you create a new qualification and select Waiver as the Type.


How to set up a Minor Only waiver

Please note, that we don't recommend setting up a Minor Only waiver unless you know you'll offer Opportunities that are strictly for minors to participate in or that you won't require an adult to sign a waiver to participate in. If you know you need adults to sign a waiver to participate as well, then please use the Adult and minor waiver option. This ensures that all participants submit waiver responses to fulfill qualification requirements on your site. 

1. On the Manage Waiver page, select the Minor Only waiver type. 

2. Name the waiver. 

  • Be sure to give your waivers specific names so that you can quickly review or edit them whenever. 

3. Add a description to the waiver if applicable. 

4. Click Submit

5.  Click Upload Minor Waiver under Step 2

  • When you click Upload Minor Waiver, you're prompted to select a .pdf file of the minor waiver. 

6. Click Submit once you've selected the .pdf file you want to upload. 

7. After the file uploads successfully, an Assign Fields button appears in Step 3. This is where you add date, initial, or signature fields to your waiver. 

  • Click Assign Fields beside Minor Waiver

  • Click and drag the field you want to add to the form, where you want to add it—e.g., initials, signature, or date. 
    • When a minor is prompted to sign a waiver, they're also asked to provide a valid parent or guardian email address. 
    • The parent or guardian can review the waiver. 
    • If you'd like for them to sign it as well, be sure to designate a signature or initial field specifically for the adult.
  • Click Submit Page when you're done. 

Best practice: You may want to consider reviewing the form before you click Finalize Waiver(s) by clicking Re-assign Fields. You can click Submit Page when you're done reviewing to proceed. This is also a great option if you discover you uploaded the wrong waiver, or don't like where you assigned a field on the form. 

  • Once you click Finalize Waivers, you won't be able to re-assign those fields. 

8. If you're happy with how your waivers are set up, you can click Finalize Waiver(s)

  • A warning pops up asking if you're sure you're ready to finalize the waivers. 
  • Once you finalize the waivers, you no longer have the option to edit the uploaded documents or adjust the assigned fields you applied in Step 3

9. Now you can attach the waiver to a qualification. 

  • Click Create Qualification to get started. 
    • Click here to learn more about creating qualifications. 
  • You can also click Done, but the waiver won't be live until you attach it to a qualification. 
    • If you select Done, the waiver appears in the dropdown menu when you create a new qualification and select Waiver as the Type.


Additional resources

  • Want to see the volunteer perspective for signing waivers? Click here
  • Want to learn more about creating and managing qualifications? Click here
  • Still not sure which waiver to choose? Click here
  • To learn more about deactivating waivers, click here