How to Collect Signatures for New or Updated Waivers
Guide on getting signatures from existing participantsfor new or updated waivers
Waivers are an important piece of event management that extends beyond initial registration. Organizers may need to add new waivers or update existing ones throughout the event lifecycle, whether to comply with new policies, accommodate additional activities, or meet venue requirements.
Ensuring all participants have signed the required waivers is crucial for legal protection and smooth operations. This article will walk through how to identify which participants still need to sign new or updated waivers and how to efficiently collect those signatures.
Creating or Updating Waivers
Organizers can add new waivers or update existing ones in the Waivers option under the Details tab in Event Admin.
Creating a New Waiver
To add a new waiver, click the + Create New Waiver button. Once the drawer appears on the right side of the screen, give the new waiver a title and fill in the content for participants to review before signing. Clicking the Create Waiver button will add the waiver to your existing event waivers.
Updating an Existing Waiver
To update an existing waiver, click on the pencil icon under the Actions column. Once the drawer pops up on the right side of the screen, update the title and content as needed. To confirm the edits, you must check the box acknowledging that updating the waiver will require all participants to re-sign. After checking the box, the Update Waiver button will be available.
Important: If the event is already collecting registrations, newly added or updated waivers will now need to be signed by existing participants.
Collecting Waiver Signatures
Identify Participants Who Need Waivers Signed
Before collecting signatures, you need to identify which participants have unsigned waivers.
In CRM, you can easily view participants who have not signed their waivers by selecting the "Not Signed" option in the "Waiver Signed" filter box.
The CRM uses visual indicators to show waiver status at a glance in the "Signed Waivers?" column:
✅ Check-icons indicate participants who have signed all required waivers
❌ X-icons show those who haven’t signed any waivers or are missing some signatures
For detailed information about which specific waivers need signatures, use the View/Edit action from the Actions column in the CRM and navigate to the Waivers accordion.
Create an Audience of Participants Who Need Waivers Signed
After filtering the CRM to show participants who need waivers signed, click the Save Audience option among the CRM Actions to create a targeted audience
Give the audience a descriptive name, such as “Event Participants with Unsigned Waivers” or “Unsigned Waivers - [Event Name].”
This saved audience will allow you to send targeted emails to only those participants who need to complete their waivers.
Develop Email Content with Waiver URL Merge Tag
In your email content, write copy that encourages recipients to sign their waivers and include the Merge Tag for "Waiver URL" which appears as {{waiver_url}}.
Some Email Best Practices:
Use a clear, action-oriented subject line “Action Required: Complete [Event Name] Waivers”
Explain why the waiver is need and any deadlines
Emphasize how quick and easy the process is
Include contact information for support
Once the email is scheduled or sent, the {{waiver_url}} will be automatically replaced with a unique, personalized link for each recipient, taking them directly to their specific waiver documents. When participants receive the email, they'll get a custom URL that leads to their personalized waiver experience in Movemint, eliminating confusion about which forms to complete.
Follow-Up and Tracking: Monitor waiver completion using Movemint's CRM filters. For participants who don't respond to the initial email, consider sending a gentle reminder a few days before your event or deadline.
Get Signatures During Event Check-In
For participants who haven’t completed their waivers by the event date, organizers can collect signatures during check-in.
After clicking the Check-In button in the CRM, a drawer will appear on the right hand side of the screen displaying the participant’s registration information, including bib number, applicable merchandise, and waivers.
Expand the Waivers accordion to see which waivers need signatures. Checking the box for a waiver will sign it on the participant’s behalf. Click the Confirm Check-In button to complete both the signature process and check-in.
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