A first visit should start with a welcome. Give climbers a way to sign before they arrive, keep families on the same form, and help your desk team see what still needs attention.
Unlimited waivers. Plans from $9/month.
From a new climber’s first form to a whole group at the door, see how the pieces fit your day.
Start with an AI draft, included in every plan. Then arrange your approved wording, signature fields, and questions for your desk team. Each signed waiver keeps its published version.
Plan your climbing waiverPlease review the details before you sign.
A guardian adds their children and signs once. At reception, see who is covered without piecing together separate forms.
Set up family signingInvite a party or youth group by email or text. Check the roster before the session and follow up with families who still need to sign.
Prepare for group arrivalsSee a valid, expiring, or expired waiver at a glance. Then follow your gym’s separate process for orientation and climbing approval.
Understand waiver status and recordsInteractive product examples with sample data. Try the form blocks, invitation filters, and check-in statuses.
A family needs rental shoes. A regular brings a friend. Your instructor is ready for the youth group, but two parents have not signed yet. The useful question is simple: who needs help before this session can begin?
Climbing gym waiver software should make that answer easy to find. Waiver.com puts invitations, guardian details, signatures, and check-in status in one place, so the desk can deal with the exceptions instead of asking every guest to start again.
Add the waiver to the booking confirmation and your first-visit page. A short email or text invitation works well for scheduled groups. Tell people what to complete before arrival, rather than burying the link below a long list of gym rules.
A QR code at reception or a tablet in kiosk mode lets a guest finish on the spot. Position it before the rental queue. If a connection drops, a saved draft helps them pick up again, but staff still needs to see a completed signature before treating the paperwork as done.
Scan the confirmation code and review whether the waiver is valid, expiring, or expired. Match the record to the person in front of you. Then continue with the orientation, rentals, or assessments required for that visit.
One family is ready. Another needs a guardian signature. A returning climber is approaching renewal.
Interactive example · Sample guestsKeep waiver completion separate from orientation and belay approval. Movement’s first-visit guidance, for example, treats the waiver, orientation, and belay check as distinct requirements. Your desk checklist should reflect your own gym’s procedures.
The awkward part of a birthday booking is rarely the birthday child. It is the guest whose parent dropped them off, assumed everything was handled, and is now halfway across town.
Send the signing link to families before the event, not just to the person who booked it. Guardians can add their minors to their own form and sign once. Keep each child connected to that guardian record, then compare the signed names with the actual guest list.
For the desk, the important detail is the relationship. A familiar surname or a signature somewhere on the group roster is not enough to identify who signed for each child.
Ask the organizer to distribute the link and remind families before the visit. Your team can watch the roster for missing signatures and contact the right person. Set a clear process for late additions, name mismatches, and an absent guardian before the group reaches reception.
Do not assume that a teacher, coach, or accompanying adult is authorized to sign for every child. The Climbing Wall Association’s visitor agreement guidance discusses authorized adults and the role of applicable law. Build your process around the signer requirements approved for your facility.
Explore family forms and group invitationsStart with the document your gym has approved. A bouldering-only facility and a gym with top rope, lead climbing, and auto-belays do not have identical operations. The digital form should carry the right wording and collect the details your staff actually uses.
The template builder lets you arrange rich text, questions, initials, signature fields, minors, and photo or ID capture. Use questions with flag rules when an answer needs staff attention. A flag should create a clear next step for the team, not disappear into a record nobody opens.
| Include | What it helps you do |
|---|---|
| Participant details | Match the signed form to the climber at the desk. Use names consistently across the booking and waiver. |
| Guardian and minor fields | See which adult signed for each child, without piecing together unrelated records. |
| Activity information | Present the approved wording for the activities your facility offers, including relevant rules and acknowledgments. |
| Questions with flag rules | Surface an answer that needs a staff conversation before the guest joins a session. |
| Signature and initials | Place required acknowledgments where they belong in your reviewed document. |
| A published version | Keep each signed waiver linked to the wording that was in use when it was completed. |
Keep the form focused. Photo or ID capture is available when your approved process calls for it; adding a field simply because it exists creates more work for both the guest and the desk.
Waiver AI can help organize an existing document into a starting structure. Review the resulting wording, required fields, and guardian flow before publishing. AI preparation does not replace the review of your actual waiver.
A useful record answers more than “Do we have a waiver?” You need to know who signed, which participant it covers, which version they saw, and whether your renewal policy calls for another signature.
Waiver.com keeps a hash-chained record, renders the waiver to PDF, and retains an access log. When you publish revised wording, earlier signed waivers stay attached to their original version. That makes the history easier to follow when an old form and a new one look similar.
CSV exports help with lists and reconciliation. A ZIP of PDFs gives you the signed documents. Agree on a retention policy with the people responsible for your legal and insurance requirements, and give staff a consistent way to locate the right record. Do not let a software default make that decision for the business.
If you run several gyms, use a shared location workspace to keep the operation organized. Review which templates apply at each facility instead of assuming that the same document fits every activity or location.
You do not need to change the entire front desk in one afternoon. Start with a small, familiar session and follow a test guest from the invitation through check-in. It is much easier to fix a confusing step before a full camp arrives.
For a gym with booking software already in place, the REST API and webhooks provide a route for connecting signed, voided, and checked-in events. Map the real steps your team needs before deciding what to automate.
Choose the plan that fits your locations. A busy weekend, a youth program, or a new member does not add a per-waiver charge.
For an independent climbing gym, with room for every participant.
7-day free trial. Card required.
For gyms that need one plan across all their locations.
7-day free trial. Card required.
For organizations with requirements to work through together.
Your selected plan starts billing after the 7-day trial unless you cancel before it ends.
Text allowances renew every month. Starter includes 200 SMS and Growth includes 500 SMS each month, even when you pay annually. Extra messages are $0.02 each.
The details worth sorting out before your next busy session.
Yes. Share a public link in your booking confirmation, send an email or text invitation, or embed the form on your website. Put the link beside the arrival time and rental information, where a new visitor is likely to notice it. Keep a QR code or tablet at reception for people who still need to finish.
A guardian adds the minors to their own form and signs once for the family. Each child stays connected to that guardian record. For a party or school visit, check that every child on the roster has the required signature. A group organizer, teacher, or accompanying adult is not automatically the person authorized to sign under your policy and applicable law.
No. A signed waiver records completion of the paperwork. Your staff still follows the gym’s procedures for orientation, supervision, equipment, and activity-specific assessments. Keep those steps separate in the desk checklist, so a valid waiver is never treated as permission to belay or use equipment without the checks your gym requires.
Yes. Use the template builder to turn your approved document into a digital form. Rich text, initials, signatures, guardian fields, and questions can be arranged around your process. Review the wording and signing flow before publishing, including every required acknowledgment. Changing the format is a good time to check that nothing was left out.
The mobile signing flow saves a draft if the connection drops, so the visitor can return to it. A saved draft is not a signed waiver. Before moving someone through check-in, staff should confirm that the completed signature has reached the record. A tablet at reception gives guests another place to finish once a connection is available.
QR check-in shows whether the waiver is valid, expiring, or expired. Use that status to route guests to the right next step under your renewal policy. Publishing a new template version keeps earlier signed waivers attached to the version they used. Your gym should decide, with the appropriate review, when a returning visitor needs to sign again.
Starter is $9 per month or $90 per year for one location, unlimited waivers, and 200 SMS messages each month. Growth is $14 per month or $140 per year for unlimited locations, unlimited waivers, and 500 SMS messages each month. Extra messages cost $0.02 each. Annual subscriptions are billed upfront, and Enterprise pricing is available for more complex operations.
Give your team a clear view of every arrival, so they can get back to welcoming climbers.