Use the Daily overview to check which participants still need to sign a waiver and help them complete it before their activity starts.
Signed waivers are also stored on the customer profile, where you can review their validity and invalidate them when necessary.
For creating waivers and assigning them to products, see Set up digital waivers.
Check who still needs to sign
Go to Planning → Daily overview.
When a participant requires a waiver but does not currently have a valid signed waiver, Viking shows a red warning icon next to that participant.
A participant may need to sign again when:
- they have never signed the required waiver;
- their previous waiver has expired;
- their previous signed waiver has been invalidated;
- a previous waiver revision is no longer valid.
When a valid waiver is available, the warning is no longer shown.
Open the waiver actions
Click the red warning icon for the participant.
You can then choose:
- View or add signature
- Send waiver reminder
Use Send waiver reminder when you want to remind the customer to complete the waiver.
Choose View or add signature when the customer is with you or when you want to see the available signing options.
Let a customer sign on location
After selecting View or add signature, Viking shows the waiver information for that participant.
The screen includes:
- a QR code;
- the waiver link;
- a waiver code;
- Sign now;
- Sign as admin;
- any existing signed waivers for that participant.
The easiest option on location is usually to let the participant scan the QR code with their phone.
The QR code opens the waiver they need to sign.
A participant does not need to have an e-mail address in Viking to sign this way. This is useful for additional participants in a group booking where only the head booker's contact details were entered.
After the waiver has been signed, Viking updates the waiver status automatically.
Customers can also sign from their dashboard
Customers do not have to wait until they arrive at the school.
When their booking requires a waiver, Viking shows this in the customer dashboard so they can sign it in advance.
For group bookings, the head booker can also add waivers for the other participants in the booking.
This makes it possible for individual participants to have their own signed waiver even when their own e-mail address was not entered during the original booking.
Sign a waiver as an admin
If your school uses a separate signed waiver outside Viking, for example a paper form, a planner can mark the waiver as checked by an admin.
First enable:
Settings → Booking → Allow waiver check by admin
Then:
- Open the participant in the Daily overview.
- Click the waiver warning icon.
- Choose View or add signature.
- Click Sign as admin.
Viking then marks the waiver as signed.
Signing as admin is not the same as the customer digitally signing the waiver in Viking. Your school is responsible for making sure an appropriate signed waiver exists outside Viking and for determining whether that process is legally sufficient.
Use this option only when your own waiver process supports it.
Review signed waivers on a customer profile
You can review a customer's waiver history from:
Customers → select customer
When signed waivers exist, the customer profile contains a Signed waivers section.
This shows information such as:
- the waiver;
- when it was signed;
- when it expires.
Signed waivers remain part of the customer's history even after they expire or are invalidated.
The booking detail page does not show the current waiver status. For day-to-day checks, use the Daily overview. For historical signed waivers, use the customer profile.
Invalidate a signed waiver
From the Signed waivers section on the customer profile, use Invalidate waiver when a specific signed waiver should no longer be considered valid.
After it has been invalidated, the signed waiver remains visible in the customer's history.
If the customer has a booking for a product that requires that waiver, Viking will require a valid waiver again. The participant will also appear with the red waiver warning in the Daily overview until a new valid waiver has been signed.
Waivers for group bookings
A group booking does not have to rely on a single waiver from the head booker.
Waivers can be added for individual participants, including participants without their own e-mail address.
They can sign using the QR-code workflow on location, and the head booker can also manage waivers for participants through the customer dashboard.
Your school should decide whether each participant needs to sign individually or whether your waiver and operating process allow one person, such as a parent or head booker, to sign on behalf of others.
The same principle applies when a parent signs for a child. Viking does not use a separate parent-and-child waiver workflow; your waiver wording and your school's process determine how this should be handled.
When a waiver expires
The validity period is defined when the waiver is set up.
When a signed waiver expires:
- the old signed waiver remains visible on the customer profile;
- it is no longer treated as a valid waiver;
- Viking shows the waiver warning again when a valid waiver is required;
- the customer must sign a new valid waiver.
The same applies when an existing signed waiver is manually invalidated.