Waivers & consent

The Waivers & consent page holds your club's own waiver documents — liability waivers, media/photo consent, codes of conduct — versioned like contracts and attached to the registration forms and membership types that need them. At checkout, people read the waiver, tick the box and type their full name; that acceptance is stored permanently with the exact version they saw. You'll find it under Club operations → Waivers & consent.

Who can use this

Waivers are available on every plan — consent isn't a premium feature. Managing them needs the Change settings permission (the same gate as Legal & policies); club administrators have it automatically.

What's on the page

• Waiver documents: your waivers with their current version and what each is attached to.
• Attachments: tick the registration forms and membership types that must collect each waiver.
• Acceptances: the permanent register — who typed what name, for whom, against which version, when.
• Export CSV: the full acceptance register for your records or your insurer.

Step by step

Publish a waiver

1. Write the title and the body in plain text. Keep it readable — people accept what they can read on a phone.
2. Publish. Editing later publishes a new version (v2, v3, …) and keeps the old text on file; people accept whichever version is current when they check out.

Attach it where it's needed

1. Tick the registration forms and/or membership types that should require it.
2. From then on, those checkouts show the waiver with a required tick-box and a typed-name signature field. Guardians accept once and it's recorded against every person on the registration — including each dependant by name.

Review acceptances

1. The Acceptances table shows the latest records; use Export CSV for the lot.
2. Acceptances can't be edited or deleted — by anyone — and they survive account deletion, because a waiver you can quietly lose is worthless when you need it.

Field reference

• Version — bumped on every publish. Each acceptance records the version (and title) it was given against.
• Typed name — the signature. The person accepting types their own full name; for dependants the guardian signs and each dependant is recorded as the participant.
• Context — where it was collected: a registration, a membership purchase, or other.

Tips & FAQ

• Is a typed name legally binding in Australia? Typed acceptance with a timestamp is widely used and generally effective, but waiver enforceability varies — have your actual waiver text reviewed by a lawyer. ClubHelix records the evidence; it doesn't write the law.
• Someone registered before we added the waiver — acceptances are collected at checkout, so earlier registrants haven't signed. Chase them separately (a broadcast with a link to a $0 registration form carrying the waiver works well).
• Deleting a waiver — once anyone has accepted it, the document can only be archived, never deleted; the acceptance register needs its versions resolvable forever.
• Emergency and medical details are separate from waivers: they live on the member record and are shown to team managers on the attendance sheet.