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Creating Waivers: Center Site Managers

How Center Site Managers can set up waivers for volunteer Needs

Brittany Crow avatar
Written by Brittany Crow
Updated over 2 weeks ago

❖ Heads up! This article is only intended for Center Site Managers.

Waivers are requirements you can create for volunteers to respond to when qualifying for posted Needs.

Getting Started

You will create and manage waivers from either the Qualifications area.

  1. Have the file you wish to upload for the waiver saved and ready — .pdf or .png file types only.

  2. Go to Volunteerism > Qualifications.

  3. Click Waiver Setup.

  4. Select Add New Waiver.

  5. Fill out Step 1: Details.

    • Waiver Type: Select either Adult and minor, Adult Only, or Minor Only. We recommend always selecting the Adult and minor option since sites direct the user to the correct version based on their stored birthdate.

    • Waiver Name: Give the waiver a relevant name, e.g., Health Waiver 2024.

    • Description: This field is optional, but it can be helpful if other Site Managers access the waiver later. This information won't be shared on the front end of the site.

  6. Click Submit.

  7. Upload the .pdf or .png file you saved at the start.

  8. Add signature and date fields to the form as necessary.

    You can add date, initial, or signature fields by clicking and dragging the elements onto the waiver where it needs to be electronically signed by the volunteers.

    If you are setting up an Adult and minor or Minor only waiver, you will have to repeat this process for both the adult and the minor.

  9. Click Submit Page.

  10. Click Finalize Waiver(s)

  11. Click Done.

You can create a Qualification to attach this waiver to by clicking Create Qualification before selecting Done.

You can now select this waiver when creating a Waiver-type Qualification.

Waiver types

Here are the three types of waivers to choose from:

Adult and minor: We recommend always selecting this type, especially if you know you'll have both adults and minors participating with your organization. This ensures you avoid any missed Qualification submissions for volunteer Needs.

  • The site asks the volunteer to enter their birthdate and directs them to the correct waiver accordingly.

  • This type of waiver is great when you know your volunteer Needs allows for volunteers of all ages to participate.

Adult only: Only select this waiver type if the volunteer Need has an age restriction of 18+. Depending on how you have set up your Qualifications, if a minor volunteer inputs their birthdate, they won't be able to proceed since the waiver is set to adults only.

Minor only: Only select this waiver type if the volunteer Need has an age requirement or restriction of 17 and under. If you have this waiver type in place and an adult volunteer inputs their birthdate, the waiver is bypassed.

  • This does NOT prevent them from signing up for the Need.

  • It can result in a missed Qualification waiver requirement.

How to set up Adult and Minor waivers

Depending on the waiver type you select, you may encounter different steps in the setup process. Here, we cover how to set up an Adult and minor waiver type. This is the best option to use when you know your organization welcomes volunteers of all ages to respond to the posted volunteer Needs. You can follow the steps below or watch this helpful video on how this process works:

  1. On the Manage Waiver page, select Adult and minor.

  2. Name the waiver. Be sure to give your waivers specific names so that you can quickly review or edit them whenever.

  3. Add a description to the waiver if applicable.

  4. Click Submit.

  5. Click Upload Adult Waiver. When you click Upload Adult Waiver, you're prompted to select a .pdf file of the adult waiver. Repeat the process for the minor waiver.

  6. Click Submit once you've uploaded your waivers.

  7. After the files upload successfully, Assign Fields buttons appear in Step 3 on the Manage Waiver form. This is where you add date, initial, or signature fields to your waivers.

  8. Click Assign Fields beside Adult Waiver.

  9. Click and drag the field you want to add to the form, where you want to add it—e.g., initials, signature, or date.

  10. Click Submit Page when you're done.

  11. Repeat those steps for the Minor Waiver. Be sure to include signature fields for both the Adult and the Minor waiver when creating them! If you miss this step, then the signature fields won't appear in the waiver they were not assigned to.

    • The only difference you'll encounter when assigning fields on the minor waiver is that you can select which field is assigned to which individual—i.e., adult signature field vs. minor signature field.

    • When a minor is asked to sign an eWaiver, they are also asked to provide a valid email for a parent or guardian to review the waiver as well.

    • To ensure a minor's signature is valid, be sure to include the adult's initials, signature, and date fields as well. This is an important step that ensures the minor's guardian agrees to their signature.

    • You may want to consider reviewing the forms before you click Finalize Waiver(s) by clicking Re-assign Fields. You can just click Submit Page when you're done reviewing to proceed. This is also a great option if you discover you uploaded the wrong waiver or don't like where you assigned a field on the form.

    • Once you click Finalize Waivers, you won't be able to re-assign those fields. You will have to delete and recreate the waivers from scratch.

  12. If you're happy with how your waivers are set up, you can click Finalize Waiver(s).

    • A warning pops up asking if you're sure you're ready to finalize the waivers.

    • Once you finalize the waivers, you no longer have the option to edit the uploaded documents or adjust the assigned fields you applied in Step 3.

  13. Now you can attach the waiver to a Qualification.

  14. Click Create Qualification to get started. You can also click Done, but the waiver won't be live until you attach it to a Qualification. If you select Done, the waiver appears in the dropdown menu when you create a new Qualification and select Waiver as the Type.

How to set up an Adult-Only waiver

Please note, we don't recommend setting up an Adult Only waiver unless you know your organization strictly prohibits minors from volunteering. If your organization allows minors to volunteer, then they won't be able to proceed with signing a waiver that's set to Adult Only when they input their birthday. You can follow the steps below or watch this helpful video on how this process works:

If you know you'll have both minors and adults on your site responding to your Needs, then we highly recommend the Adult and minor option.

  1. On the Manage Waiver page, select the Adult Only.

  2. Fill out the fields and click Submit.

  3. Click Upload Adult Waiver under Step 2. When you click Upload Adult Waiver, you're prompted to select a .pdf file of the adult waiver.

  4. Click Submit once you've selected the .pdf file you want to upload.

  5. After the file uploads successfully, an Assign Fields button appears in Step 3. This is where you add date, initial, or signature fields to your waiver. Click Assign Fields beside Adult Waiver.

  6. Click and drag the field you want to add to the form, where you want to add it—e.g., initials, signature, or date.

  7. Click Submit Page when you're done. You may want to consider reviewing the form before you click Finalize Waiver(s) by clicking Re-assign Fields. You can just click Submit Page when you're done reviewing to proceed.

    This is also a great option if you discover you uploaded the wrong waiver or don't like where you assigned a field on the form. Once you click Finalize Waivers, you won't be able to re-assign those fields.

  8. If you're happy with how your waivers are set up, you can click Finalize Waiver(s). A warning pops up asking if you're sure you're ready to finalize the waivers. Once you finalize the waivers, you no longer have the option to edit the uploaded documents or adjust the assigned fields you applied in Step 3.

  9. Now you can attach the waiver to a Qualification.

  10. Click Create Qualification to get started. You can also click Done, but the waiver won't be live until you attach it to a Qualification. If you select Done, the waiver appears in the dropdown menu when you create a new Qualification and select Waiver as the Type.

How to set up a Minor-Only waiver


Please note that we don't recommend setting up a Minor Only waiver unless you know you'll offer volunteer Needs that are strictly for minors to participate in, or that you won't require an adult to sign a waiver to participate in. You can follow the steps below or watch this helpful video on how this process works:

If you know you need adults to sign a waiver to participate as well, then please use the Adult and Minor Waiver option. This ensures that all participants submit waiver responses to fulfill Qualification requirements on your site.

  1. On the Manage Waiver page, select Minor Only.

  2. Fill out the form and click Submit.

  3. Click Upload Minor Waiver under Step 2. When you click Upload Minor Waiver, you're prompted to select a .pdf of the minor waiver.

  4. Click Submit once you've selected the .pdf you want to upload.

  5. After the file uploads successfully, an Assign Fields button appears in Step 3. This is where you add date, initial, or signature fields to your waiver.

  6. Click Assign Fields beside Minor Waiver.

  7. Click and drag the field you want to add to the form, where you want to add it.

    • When a minor is prompted to sign a waiver, they're also asked to provide a valid parent or guardian email address.

    • The parent or guardian can review the waiver.

    • Be sure to designate a signature or initial field specifically for the adult.

  8. Click Submit Page when you're done. You may want to consider reviewing the form before you click Finalize Waiver(s) by clicking Re-assign Fields. You can just click Submit Page when you're done reviewing to proceed. This is also a great option if you discover you uploaded the wrong waiver or don't like where you assigned a field on the form. Once you click Finalize Waivers, you won't be able to re-assign those fields.

  9. If you're happy with how your waivers are set up, click Finalize Waiver(s). A warning pops up asking if you're sure you're ready to finalize the waivers. Once you finalize the waivers, you no longer have the option to edit the uploaded documents or adjust the assigned fields you applied in Step 3.

  10. Now you can attach the waiver to a Qualification. Click Create Qualification to get started. You can also click Done, but the waiver won't be live until you attach it to a Qualification. If you select Done, the waiver appears in the dropdown menu when you create a new Qualification and select Waiver as the Type.

Clickwrap-waivers

You can add a Clickwrap-waiver to a volunteer Need when creating it, or you can edit an existing Need and add it then. Whichever method you choose, the option to add a Clickwrap-waiver is in the same spot on the Create Need form.

  1. Go to Needs.

  2. Select the Need.

  3. Scroll to the bottom of the Update Need form.

  4. Click Choose File and select the file you wish to upload — .pdf only.

  5. Select the file from your desktop.

  6. Click Update Need. If adding to a new Need, the button is Create Need.

Please note that you can only upload a .pdf for the clickwrap-waiver.

Waiver FAQ

Here are some commonly asked questions and answers regarding waivers:

Q. I don't see the signature fields in the waiver I just set up. What happened?

A. It's possible the signature fields were not added when setting up the waiver. This step is important for any waiver setup, but especially important if there are both adult and minor waivers. When setting up an Adult and Minor waiver, be sure to add signature fields to both individual waivers during setup. Unfortunately, you cannot add one after the waiver is created, so you will need to make a new waiver to add to the Qualification.

Q. Do I need to add two different waivers when setting up an adult and minor waiver?
A. No, you can upload the same waiver twice. You will do this if your waiver has a place for adults and minors/their guardians to sign.

Q. Can I add signature fields once the waiver is finalized?
A. No, you will need to create a new Waiver.

Q. I already set up the waiver qualification, but now I need to add a new waiver. Can I do that?
A. Yes, just create a new waiver and then add that one to the existing Qualification. This will not alert users who have already signed the previous waiver.

Q. Parents/guardians are not seeing a place to sign a minor waiver. What happened?
A. This is probably because an adult signature section was not added to the minor waiver. Unfortunately, you cannot add one after the waiver is created, so you will need to make a new waiver to add to the Qualification.

Q. Will minor waivers stop adults from responding?
A. No.

Q. Will adult waivers stop a minor from responding?
A. Yes.

Q. Are Qualification Waivers the same as Clickwrap-waivers?

A. No. Clickwrap-waivers are best used when you do not require a signature on the waiver.

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