Use digital waivers to let customers sign your waiver before participating in an activity.
You can create the waiver in Viking, choose how long it remains valid, add translations and decide which products require it.
Go to Settings → Waivers to manage your waivers.
Create a waiver
To create a new waiver:
- Go to Settings → Waivers.
- Click Add waiver.
- Enter an Internal name.
- Add the waiver text.
- Add one or more checkboxes customers must accept.
- Choose the Validity.
- Click Save.
The internal name is used to identify the waiver inside Viking.
Use the waiver text for the terms or declaration the customer needs to accept. Checkboxes can be used for individual confirmations that must be accepted before the waiver can be signed.
Set the validity
Use Validity to determine how long a signed waiver remains valid.
When the validity period expires, the customer will need to sign a valid waiver again when one is required.
Choose a validity period that matches how your school uses the waiver and any legal requirements that apply to your organisation.
Understand waiver revisions
Every time you change and save an existing waiver, Viking creates a new Revision.
Normally, previously signed revisions remain valid. This means you can update the waiver for future customers without invalidating waivers that were already signed.
You can use Browse all revisions to review earlier versions.
Invalidate previous revisions
Use Save and invalidate all previous revisions when customers who signed an earlier version should no longer be covered by that version.
This creates the new revision and invalidates all previous revisions.
Customers affected by this will need to sign the current waiver again when a valid waiver is required.
Use this option carefully. For normal text changes where existing signed waivers may remain valid, use Save instead.
Add waiver translations
A waiver can contain separate versions for different languages.
To add another language:
- Open the waiver.
- Under Translations, click Add translation.
- Select the language.
- Enter the translated waiver text and checkboxes.
- Save the waiver.
Viking uses the language stored on the customer profile to determine which waiver language to show.
If no translation exists for that language, Viking shows the waiver in its original default language: the language in which the waiver was first created.
Review every language you intend to use to make sure the waiver text and required confirmations are correct.
Set a default waiver
If most or all of your products use the same waiver, you can configure a default waiver.
Go to Settings → Booking and select the waiver under Default Waiver.
Viking will then use this waiver for products that do not have a different waiver configured.
Set a different waiver for a product
A product can use its own waiver instead of the default waiver.
Go to Settings → Products → select the product.
Choose the waiver you want that product to use.
A product can have a maximum of one waiver.
This allows you to use different waivers for different activities, for example when rentals and lessons require different terms.
You can also configure a product not to use a waiver, even when a default waiver exists.
Add the waiver link to e-mail templates
Assigning a waiver to a product does not automatically add a waiver link to customer e-mails.
To include the link:
- Go to Settings → E-mail templates.
- Open the e-mail template you want to use.
- Place the cursor where the link should appear.
- Insert the Waiver link variable.
- Save the template.
Booking confirmations and course approval notifications are common places to include the waiver link.
Review the relevant template in every product category and language you use.
For more information, see Set up email templates.
How customers access the waiver
When a booking requires a waiver, Viking also shows the customer in their customer dashboard that a waiver still needs to be signed.
This appears after the booking has been created, so customers can sign the waiver from their dashboard even when the waiver link is not included in an e-mail.
The waiver status is also available to staff in Viking. Signing waivers on location, checking signed waivers and managing waivers for individual participants are covered separately in Manage customer waivers.
Waivers for group bookings
Group bookings can contain separate participants who may each need to sign a waiver.
Even when only the head booker's e-mail address is available, waivers can still be added for individual participants.
How your school handles this in practice depends on your workflow and on the wording and legal requirements of your waiver.
Your school is responsible for deciding whether each participant must sign individually or whether the waiver used for the head booker adequately covers the group.
Check the legal content of your waiver
Viking provides the functionality to create, assign and digitally sign waivers.
Your school remains responsible for the content, legal validity and suitability of the waiver you use.
If you are unsure whether your waiver provides the protection or consent you need, have it reviewed by an appropriate legal professional.