1. Log into Race Roster and visit the event dashboard.
2. Navigate to the left of your screen to the search bar in the event dashboard menu. Search and select Custom waiver.
3. Click on the Enable waivers toggle, then click one of the + Add waiver buttons.
4. Enter a name for the waiver. Then, use the built-in editor under Description to add the text and format the layout. For best results, clear any pre-formatting after copying and pasting from another source. You may also wish to add a coloured background.
5. Use the optional toggles for additional configuration:
- Require signature to accept this waiver: If enabled, a single-line textbox field will prompt for entering the name of the registrant. If left disabled, the waiver will only prompt for an agreement checkbox for self-signed waivers.
- Modify legal guardian signature settings: If enabled, you may increase the minimum age at which a registrant may sign their own waiver. For example, if your event region's legal minimum age is 16 but you don't want youth under 19 signing their own waivers, you may enter "19" so that only registrants 19 and older can sign their own; anyone younger will need their legal guardian's signature instead. If left disabled, Race Roster will default to your event region's minimum.
- Only apply this waiver to specific sub-events: If enabled, you may specify which sub-events you want the custom waiver to apply to. For example, if you created a "merchandise purchase only" sub-event, and its registrants are exempt from signing a waiver, you may select for the waiver to only apply to your distance sub-events (e.g., the "5K" and "10K"). If left disabled, the waiver will apply to all sub-events.
- Force registrant to scroll to the bottom before signing the waiver: If enabled, this will make the registrant scroll through the entire waiver text before being able to agree to it and/or sign it, encouraging a thorough read. If left disabled, the scroll can be bypassed.
- Make waiver optional: If enabled, a registrant will have the option of proceeding through registration with or without signing the waiver. If left disabled, the waiver agreement will be mandatory.
6. Select your preference for Waiver acceptance permissions:
- Display waiver acceptance option for all registrants on the transaction: There will be one waiver agreement per registrant. For example, if four registrants have been added to the transaction, then four waiver text blocks will display, each prompting for checkbox and/or signature.
Recommended for thorough online and onsite transactions.
- Allow one registrant to sign on behalf of all registrants on the same transaction: There will be one waiver agreement for the entire transaction. Additional registrants, if any, will not provide their direct consent. The primary registrant will check off or sign once, on the group's behalf.
Recommended for fast-paced online and onsite transactions.
- Allow additional adult registrants to sign their own waiver: For any registrants in the transaction identified as "Someone else" who are also at or above the minimum legal age (see step 5 above), a prompt will be sent to their email addresses to sign the waiver from their participant dashboards. This setting prevents consenting adults from having their waiver signed by the person who registered them (for example, a team captain or a family member). Instead, all waivers of adults registered by someone else are to be signed outside of registration, from the dashboard.
Recommended for thorough online and onsite transactions. Also, this is the only online waiver signature option for bulk-imported and manually-added registrations.
Then, apply the waiver as follows:
- Require only new participants to sign waiver: Participants who register prior to the date and time of the waiver's creation will not be prompted for an agreement. Only new, future registrants are granted visibility and able to sign.
- Require all participants to sign waiver: All applicable participants, both existing and future, will be prompted to agree to the waiver. For participants who register prior to the date and time of the waiver's creation, a red banner will appear in their dashboard, prompting for signature.
7. To add another waiver, click the + Add waiver button again and proceed to configure accordingly. Multiple custom waivers can be useful. For example, you may want participants in different sub-events to sign off on distinct documentation, or to separate topics like liability for injury (on one hand) photo and video use permissions (on the other hand).
Once satisfied with your custom waiver(s), click "Save" or "Save & exit".
What if I set up a custom waiver incorrectly and some participants have already signed? How can I create a new waiver to replace it, and ensure that everyone signs it?
A workaround procedure is available and we'd be happy to assist you with the setup. Please contact us using director@raceroster.com (director@raceroster.com.au) or give us a call:
- Australia: 1800 734 669
- New Zealand: 0800 734 669
- North America and the rest of the world: 1 855 969 5515