Overview
BookingCentral's Waivers & Agreements module (also referred to as eDocuments) allows operators to create, distribute, and collect electronic documents directly within BookingCentral without requiring a third-party waiver platform.
eDocuments can be used for a variety of purposes, including:
- Liability waivers
- Rental agreements
- Rules and policies
- Area of operation maps
- Collection of required customer documents (Driver's Licenses, Insurance, etc)
- Other customer acknowledgements and disclosures
Completed documents are automatically linked to the customer's order, making them easy to access and review at any time.
Benefits of eDocuments
Using eDocuments within BookingCentral allows you to:
- Eliminate paper forms
- Reduce reliance on third-party waiver providers
- Collect participant information electronically
- Request uploads such as:
- Driver's licenses
- Proof of insurance
- Boating safety certificates
- Permits and certifications
- Other supporting documents
- Store signed documents directly with the order
- Capture initials, signatures, acknowledgements, and other required information
- Ensure required documents are completed before arrival
Participant Registration
Before completing an eDocument, the customer or participant will complete a registration form.
The registration process can collect information such as:
- Name
- Phone number
- Email address
- Birth date
The information collected can vary based on your business requirements.
Audience Groups
Audience Groups determine who must complete a document.
Examples include:
- Renters
- Drivers
- Participants
- Parents/Guardians
- Spectators
This allows different documents to be assigned to different people within the same reservation. For example, a renter may need to complete a rental agreement while all participants complete a liability waiver.
Minor Participants
For activities that include participants under the age of 18, eDocuments can be configured to collect information for minor participants and require a parent or legal guardian to complete and sign the required documents on their behalf.
When minors are included in the registration process, the completed document can display information about each minor participant, including their name, email address, phone number and date of birth. This information becomes part of the signed document record and is stored with the reservation.
This feature is especially useful for guided tours, camps, lessons, watersports activities, and other experiences where participants under 18 may be involved.
Customer Experience
When a customer accesses the registration link:
- They complete the registration form.
- They are presented with any required eDocuments.
- They review each document.
- They provide any required initials, acknowledgements, or signatures.
- All required documents must be completed before the registration process can be finalized.
- A copy of the signed eDocuments are automatically sent to customers once completed.
Document Storage and Tracking
Once completed:
- Documents are automatically attached to the order.
- Participant information is recorded with the document.
- Each document is assigned a unique identifier.
- Internet address information is recorded for audit and compliance purposes.
This creates a complete electronic record that can be referenced later if needed.
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