Waivers & Documents

Before a trip, each guest fills in their diver profile and signs their waivers on a personal trip portal. Waivers & Documents is where you check who is ready, send the portal link to those who are not, and open the documents they uploaded or signed. It has four tabs: Dashboard, Waiver Templates, Guest Documents and Signed Waivers.

The waivers screens belong to the Waivers & Guest Documents module, on by default (see Optional modules).

The five waivers

A guest can be asked to sign up to five forms: Medical statement, Photo release, Statement of Understanding, Liability release and Equipment rental. The equipment rental form only counts for guests who rent equipment.

Each form appears as a coloured pill:

Pill	Meaning
Green	Signed. Click it to open the signed PDF.
Amber	Waiting for the guest’s signature — or, on the medical form, signed but a physician clearance is required before boarding.
Red	Not sent yet, or the signing link has expired.
Grey	Not applicable (equipment rental for a guest who does not rent equipment).

Check a trip: Dashboard

1. Open Waivers & Documents › Dashboard (page title Waivers Dashboard). The next departure is selected. To change it, search the trip by date, itinerary or number. Only trips that have not ended and have guests on an active booking are listed.

2. Read the summary: Guests (and bookings), Waivers complete, Profiles submitted and Physician clearance needed before boarding. A badge shows how many days remain before departure.

3. The line Automatic reminders shows the three automatic portal reminders, 15, 7 and 3 days before departure (J-15, J-7, J-3), with their date and whether they were sent.

4. The table lists the guests, grouped by booking (direct or agency). For each guest: cabin, waiver pills, Signed (for example 3 / 4), Profile (Submitted or Not submitted), Alerts and Last portal email. Switch on Portal not complete to see only the guests still to chase.

The menu entry shows an amber badge with the number of waivers waiting for a signature.

Send the portal

• Send portal to this trip emails every guest of the selected trip whose portal is not complete.
• Send portal email in a guest’s Actions menu, or on a selection of guests, emails only them.
• Send to all eligible trips emails the guests of every trip that has not left yet and departs within 60 days, or is fully booked.

In every case, a guest whose portal is complete, or who received a portal email in the last 24 hours, is skipped. Sending is only possible before the trip leaves, and only for staff allowed to edit waivers.

Other actions on a guest

In the Actions menu: View documents (opens the guest’s documents in a side panel), Copy portal link, Open booking and Open diver profile.

Waiver templates

Waiver Templates lists the forms guests are asked to sign.

1. Click New Waiver Template or open an existing one.

2. Enter the Name, choose the Type (Medical Statement, Photo Release, Statement of Understanding, Liability Release, Equipment Rental), the Version and the Language, and add a description.

3. Keep Active on. Inactive templates are not sent to new guests.

4. Save.

Bump the Version whenever the content changes substantially. The Signed column counts how many guests signed each template. Use Deactivate / Activate in the row menu to stop or resume sending a template.

Caution

If a type has no active template, the portal cannot ask guests to sign it. A send then reports the missing templates.

Guest Documents

Guest Documents lists the guests of upcoming trips (and trips that left in the last 7 days) with their booking, trip date, passport expiry, certification level, park fee ticket, whether their profile form is complete, their waivers, and whether they are linked to a customer record.

Filter by Trip, Missing Passport, Missing Certification, Passport Expiring (6 months), Missing Park Fee or Form Not Completed.

The Actions menu of a guest lets you:

• Download PDF of the completed profile, View Passport, View Certification.
• View Park Fee, Upload Park Fee or Delete Park Fee for the guest’s park ticket (see Park Fee Tracker).
• Send Portal via Email, Send Portal via WhatsApp (opens WhatsApp with a ready-made message) or Copy Portal URL, while the profile is not complete.
• Reopen Form, so the guest can correct and resubmit their profile.
• Reset Waivers: pick the waivers the guest must sign again next time they open their portal.
• Link Customer or Auto-Create Customer, for a guest who is not linked to a customer record yet.

Send Trip Portal to All Pending (top of the page) emails the portal to every guest of an upcoming trip who has an email address and has not completed their profile. The confirmation lists who will receive it.

Signed Waivers

Signed Waivers lists every guest who has received waivers, with their booking, the waiver pills, Progress, Alerts and when they last signed. Filter by Completion.

In the Actions menu:

• Open booking and Copy portal link.
• Regenerate tokens gives the guest’s pending waivers new signing links, valid 30 days. The old links stop working.
• Delete waivers deletes all the guest’s waiver records and their PDFs. This cannot be undone.

Good to know

• Guests appear on the dashboard when their booking is confirmed, pending, on hold or an option.
• The automatic reminders are sent for you; the buttons on this page are for when you want to chase someone sooner.
• Signed PDFs and uploaded documents are private: only signed-in staff can open them.