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Managing Waivers

Every signed waiver your gym collects lives on one page. On the Waivers page you upload the master document everyone signs, check whether a particular person has signed, and capture a signature and contact details from a walk-in who isn't in your system yet. When that walk-in sticks around, you can turn their waiver into a lead or member in a couple of clicks.

Find it at Waivers (pen icon) in the left navigation, between Leads and Schedule. Your whole staff can open the page and browse. Capturing a signature, linking a waiver, or creating a lead or member from one takes an admin or editor. Uploading, deleting, and choosing what the signing sheet asks for are reserved for admins.

[!NOTE] The Upload Waiver button used to live on the Leads page—it moved here. The View Waivers button is still on Leads, and now brings you to this page.

1. Uploading Your Master Waiver

The master waiver is your gym's official liability document—the PDF that every lead and member signs. Upload it before you start collecting signatures.

  1. Navigate to the Waivers page.
  2. Select Upload Waiver (upload icon) at the top of the page.
  3. Choose your waiver PDF from your device.
  4. Wait for the Master waiver uploaded confirmation (Master waiver updated when you're replacing one).

[!IMPORTANT] Only admins see the Upload Waiver button. If you're an editor or viewer, it won't appear on your screen at all—ask an admin to handle the upload.

Replacing an Existing Waiver

Uploading again publishes a new version and makes it the one new people sign, and Flow Roll confirms before it does. Your existing waiver stays on file, everyone who already signed remains linked to the exact version they signed, and only new signatures use the new document. That means updating your legal language never invalidates or rewrites the signatures you've already collected.

Previewing the Current Waiver

Select View Current Waiver (document icon) to open your active template as a blank document. This is the form itself, not a signed copy—handy for confirming you uploaded the right version.

2. Where Signatures Are Captured

Most signing happens wherever the person already is:

Wherever it's captured, the signature lands in the Signed tab here.

3. Capturing a Walk-In's Waiver

Someone drops in for a trial class and you want their signature before they step on the mat—without stopping to create a lead record first.

  1. Navigate to the Waivers page.
  2. Select the New Waiver floating button in the bottom-right corner. On phones it's a round +; on tablet and desktop it reads New Waiver.
  3. When prompted with Who is signing?, enter their first and last name plus any other details your gym collects (email and phone by default), then select Continue. Every detail on the sheet is required—a blank one shows an error under the field.
  4. Hand over the device and scroll to the end of the waiver—the signing panel appears at the last page.
  5. The signer defaults to the athlete signing for themselves (switch it if a parent is at the desk). Enter the signer's full name, tick the acknowledgement box, have them sign, and select Submit Signature.

The waiver appears in your Signed tab immediately, with an Unlinked chip because it isn't attached to a profile yet. The row also shows any phone number and email they gave, so you can follow up later.

Choosing What the Signing Sheet Asks For

Collect as much or as little as your front desk needs. Admins can pick which details Who is signing? asks for, and the choice is saved for your whole gym.

  1. Open the signing sheet with New Waiver.
  2. Click Choose what to collect (gear icon) in the sheet's header.
  3. In Waiver intake fields, switch on the details you want: Email, Phone, Date of birth, Emergency contact, Program interest, and How they heard about us.
  4. Click Apply.

[!NOTE] The name is always required, and so is every detail you switch on—turn one off if you don't want walk-ins held to it. Every detail you collect carries over to leads and members alike.

4. Linking a Waiver to a Lead or Member

Once that walk-in becomes a lead or a member, their signature should travel with their profile. If the profile doesn't exist yet, you can create it straight from the waiver. If it already exists, link the waiver to it.

Creating the Lead or Member From the Waiver

  1. Find the waiver in the Signed tab—look for the Unlinked chip.
  2. Select the three-dot menu on the row, then choose Create lead from waiver or Create member from waiver.
  3. The form opens already filled in with their name and the details they gave at signing. Check it, add anything missing, and save.

Flow Roll confirms with Lead created for [name] — waiver on file (or Member created for…), and the new profile shows the waiver as signed right away. If the profile is created but the waiver can't be attached, Flow Roll tells you, and you can finish with Link to lead or member from the same menu.

[!IMPORTANT] Before creating a lead, Flow Roll checks whether a lead or member matching the waiver's details is already on file. If one is, you'll see Possible duplicate. Choose Link waiver to [first name] to attach the waiver to them, Create anyway if it's genuinely a different person (a family member sharing an email, for example), or Cancel.

Linking to an Existing Profile

  1. Find the waiver in the Signed tab—look for the Unlinked chip.
  2. Select the three-dot menu on the row, then choose Link to lead or member.
  3. Search for the person by name and select them.
  4. If the link would give that person a second waiver of their own, Flow Roll asks whether to add it. Linking adds to their profile rather than replacing what they signed.

The chip updates to Lead or Member once linked.

When the Details Don't Match

If the email, phone, or other details from the waiver differ from what's on the profile, Flow Roll asks Update [name]'s details? before linking. Each detail shows what's On file next to what came From waiver, and you pick Keep or Use waiver for each one before clicking Link waiver.

Details the profile is missing start on Use waiver. Details that conflict start on Keep, so nothing already on the profile changes unless you choose it. Cancel stops the whole link. Flow Roll only offers this when the waiver's name matches the person, so filing a child's waiver under a parent never touches the parent's contact details.

[!WARNING] Linking only works in one direction. A waiver that's already attached to a person is never moved to someone else. If a waiver ends up filed under the wrong person, delete it and collect a fresh signature—that's the intended correction path, and it keeps every signature honestly attributed.

5. Reading the List

Each row is titled with the person the waiver covers, above the signing date and—whenever a signer name was recorded—who signed it. A waiver a parent signed for a child is titled with the child's name, with the parent shown as the signer. Select any row to open the signed PDF.

The colored chip tells you who the waiver belongs to:

Use Search by name... at the top of either tab to filter. Type a first name, a last name, or both in either order—each word matches from the start of a name. Search shows up to 25 matches and suggests refining if it hits that cap; when it's too broad to have checked every match, you'll see Too many to search rather than an empty result, and adding more of the name narrows it down. While browsing without a search, select Load more at the bottom to page through a long list.

Signed vs. Archived

The Signed tab holds every waiver currently in force. The Archived tab holds the ones that have been superseded—either the person signed a newer version, or the lead or member they were attached to was deleted.

You never archive a waiver by hand; Flow Roll moves them there on its own. This matters for your records: deleting a member doesn't destroy their signature, it preserves it in Archived.

If your gym has just started using this page, the Archived tab may briefly say it isn't ready while older waivers are organized—during that window the Signed tab lists everything, archived waivers included. It resolves on its own.

6. Deleting a Waiver

Because waivers can't be moved between profiles, deleting is how you correct one that was filed under the wrong person.

  1. Find the waiver and select the three-dot menu on the row.
  2. Choose Delete waiver.
  3. Review the confirmation and select Delete Waiver.

[!WARNING] Deletion is permanent and can't be undone. The signed image is removed as well, unless another waiver or profile still references the same file. If the waiver was that person's own current one, their profile will stop showing a waiver. Only admins can delete.

7. Frequently Asked Questions

Someone signed twice—which one counts? Their newest signature is current. The older one moves to Archived automatically.

A member's waiver shows a parent's name as the signer. That's expected. A waiver signed by a parent on a child's behalf stays filed as signed, with the parent recorded as the signer.

I deleted a member by mistake and their waiver vanished. It's safe in Archived, now unlinked. Re-create the member, then link the waiver back to them from the row's three-dot menu.

Someone typed their email wrong when signing. Details collected on a waiver can't be edited. Fix them on the lead or member profile once you've created or linked it.

Why don't I see the gear icon on the signing sheet? Only admins can choose what the signing sheet asks for.

Need more help?

If you ever get stuck, you can use the Ask Flow feature inside the app, refer back to the other documents here on the Support page, or contact our team directly at support@flow-roll.com!