How do waiver renewals work?
Waivers last one year. Families are emailed 14 days before and on the day it expires, and the desk is prompted at check-in to renew on the tablet or by link.
Every waiver is valid for one year from the day it was signed. NinjaHQ reminds families by email and reminds your staff at check-in, so nobody climbs on an expired waiver.
Before you begin
- Your gym uses NinjaHQ's own waiver (not an outside waiver link).
- Owners control the email switch.
Steps
At check-in (any staff)
- Check the person in on Check-in. Their row says expires with the date when it is within 30 days, or expired.
- If the waiver is missing or expired, a box appears: Waiver expired or No waiver on file. Choose:
- Renew on this device (or Sign a waiver on this device): opens the waiver in a new tab, already filled in with last year's details: the signer, phone, relationship, emergency contact, and each child with their age now. The family signs again.
- Email a renewal link: sends the same link to the signer. You can send one about every 10 minutes per waiver.
- Check in anyway if you decide to let them in, or Cancel.
Turn the family emails on or off (owners)
- Open Waivers under Front desk.
- Find the Renewal emails card. It shows On or Off, how many were sent in the last 30 days and how many waivers expire in the next 14 days.
- Press Turn off (confirm) or Turn on.
What you'll see
- With emails on, the person who signed gets an email 14 days before the waiver expires and again on the day if they have not renewed. Its button opens the waiver already filled in.
- Nobody is emailed if the same email address has since signed a longer-lasting waiver.
- Renewed waivers appear as new signed waivers in the list, and the status goes back to Valid.
Troubleshooting
A renewal link does not show Email a renewal link. That button appears only when the waiver has an email address to send to.
The signer says they never got it. Emails are held before your site goes live, and they go to the email used when signing. Check the spelling in the waiver, and try the tablet route instead.
Children's ages changed. On a renewal each child's age is worked out again from last year's, and grade and shirt size are asked again.
Questions
Does a renewal need a new signature?
Yes. The form opens filled in with last year's details, but the signature and agreements are always new.
Can I turn the emails off?
Yes. Owners can turn off Renewal emails on the Waivers page. The front desk is still reminded at check-in.
Do outside waiver systems get renewal emails?
No. If your gym uses an outside waiver system, the Renewal emails card does not appear.