Liability waivers (custom documents)
Your lawyer’s release — uploaded once, signed by guests, kept on the booking.
This is not damage-waiver insurance or trip protection. Those are separate products. This page is about liability release documentation.
The problem
Outfitters already have a waiver PDF. They need to:
- Hold the current template in OutfitterHQ
- Show it to the guest at the right time (online / phone / walk-in)
- Capture a real signature (not only a one-line checkbox)
- Keep evidence on the booking (who, when, which version, signed file)
- Block Start trip until signed
When guests see it
| Channel | When |
|---|---|
| Online | In the book flow (Details), before checkout finishes |
| Phone | After staff saves the booking — guest gets a sign link by email |
| Walk-in | At the desk before Start trip — tablet link or paper |
Universal rule: no Start trip / keys until signed.
How OutfitterHQ does it (v1)
Built-in e-sign behind the Custom waivers module (Settings → Advanced, default off):
- Turn the module on. The page tells you to upload the PDF under Settings → Guest communication → Waivers.
- Admin uploads the active PDF there
- Online guests view that PDF, type their name, and draw a signature
- Phone and walk-in use the same sign link from the booking (or staff marks “signed on paper”)
- The signed record is stored on the booking and downloadable
If the module is on but you have not uploaded a PDF yet, the guest book link still works. The booking lands with Waiver signed unchecked — same as a phone booking you have not collected a signature for yet. On that booking, Copy / Email sign link stay off until a PDF exists: admins get a button to Settings → Guest communication → Waivers; staff see why and who to ask. Paper attest still works.
A mandated outside e-sign vendor is not wired. Those shops stay on paper attest or wait for a later connector.
Limits, honestly
- One signature per booking (primary guest), not every adult in the party
- We store evidence; we do not certify legal enforceability — your lawyer does
- Photos of paper waivers are not a capture path yet (use the paper checkbox)
- A missing PDF does not close online booking; those trips stay unsigned until someone signs or staff check Waiver signed
See also Online booking and Start trip & returns.