Registration forms, waivers and e-signatures

Waivers and documents

1. In the program’s documents step, upload up to ten documents. Each one gets a type: Informational (read only), Waiver (requires agreement) (must acknowledge to finish), or Sign Required (e-signature) for PDFs that need a real signature — place the signature fields with Configure Signature Fields.
2. Families read, agree, and sign during registration, before they can finish. Signed copies are stored with the registration, and the family can view their signed PDF from their registration review.
3. Mark a document New swimmers only to skip returning families.

Track who has signed

1. Open the program under Payments → Programs and click the Documents tab. There’s one row per swimmer for each document, with its type (Informational, Waiver or E-signature), the group, whether it’s signed, and the date. Staff need Payments access to see it, and write access to send requests.

2. Narrow it down with Search by swimmer and the Document, Type, Group, Signed and Date filters. The footer counts how many are signed and not signed.

3. Export downloads the filtered rows to Excel, including each swimmer’s guardians.

4. To chase the missing ones, check their rows and click Ask to sign (Ask to acknowledge for waivers, or Ask to acknowledge or sign for a mix). Each row also has its own button. The dialog lists who will get the email before you click Send request. Each guardian gets one email listing everything they still owe, with links to their swimmer’s Documents tab.

   

5. Signed documents have View and Download buttons. Downloading an acknowledged waiver adds a page at the end that shows who acknowledged it, their email, and when.

6. Each swimmer’s page has a Documents tab too, with their documents from every program. Families see the same tab and can acknowledge waivers and sign there. See Sign your team’s documents.

Send documents to one family

Need a travel waiver from one family, or a fresh signature for next year? Send it from the swimmer’s page. You need Finances set to edit.

1. Open the swimmer and click the Documents tab. Click Send documents next to Requested documents.

2. Tick documents from any program. Use Search documents, Program: and Group: to find them. Waivers and info documents go out as a Waiver to acknowledge. E-signature documents go out to sign.

3. A document the family already finished shows when, such as “Acknowledged Oct 15, 2026”. You can still send it again, and the earlier copy stays on file.

4. To send something that isn’t in a program, click Upload a document. Choose a PDF or Word file, give it a Name, and pick the Type: Waiver to acknowledge or E-sign. E-sign needs a PDF; click Place signature to show where they sign. Then click Add.

5. The bottom of the window says who gets it, such as “2 documents to Hubert Dingman’s family” and “We’ll email Dan Dingman and Nicolas Dingman”. Click Send.

   

6. Every parent on file gets one email with a Review documents button that opens the swimmer’s Documents tab.

7. Sent documents list under Requested documents as Pending, then Signed or Acknowledged. The ⋯ menu on a row has Resend reminder and Cancel request.

   

Custom questions

1. Questions live in one team-wide bank that every program shares. From the program’s Additional Questions section, Manage Questions to add or enable them: short text, long text, single select, or checkboxes. Think shirt size, carpool zone, photo permission.
2. Per program, flip each question’s Required and New swimmers only switches.
3. Careful with delete: removing a question from the bank removes it for your entire roster and every program using it, not only this one.
4. Answers save to the swimmer’s profile and can show as roster columns, which also makes them message filters and part of the roster export. A “T-shirt Size” question becomes a way to message everyone who ordered a large.

Extra fees

1. Each group can carry Additional Fees (“Swim team gear fee”). Add fee asks for a Fee title, Amount, Fee description and Payment category, with flags for New members only and Optional fee (family chooses at checkout). When to bill sets the timing: at registration, on the program start date, or a custom date. A fee billed later also has an Invoicing method: Automatically charge payment method on file, or Email invoice for manual payment.
2. Collecting a USA Swimming fee? Add it as an additional fee, and check Requires USA Swimming registration on the group so families also get your club’s USAS registration link at the end.