> For the complete documentation index, see [llms.txt](https://btwb.gitbook.io/btwb/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://btwb.gitbook.io/btwb/admin/clients/documents-and-waivers.md). # Documents & Waivers This article shows gym owners how to create waivers and agreements, require them on membership plans, track who has signed, and understand when BTWB automatically requests signatures. ### Overview **Gym → Documents** holds your legal documents — liability waivers, membership agreements, health disclosures. Each document is a page of terms that clients sign electronically (drawn signature, from any device). Documents become powerful when you attach them to **membership plans**: active members of that plan who haven't been sent the document are automatically asked to sign, and new members are asked the moment they join. ![Creating a waiver and requiring it on a plan](https://283006627-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FZrefv5JliAQavbeRiIvd%2Fuploads%2Fgit-blob-1a6db42bc569902c5d6ef13403c9c935925deece%2Fadd-document.gif?alt=media) *** ### Step-by-Step: Creating a Document #### 1. **Open the Editor** * Click **Add Document** on the Documents page. #### 2. **Write the Terms** * **Document Name** — e.g. "Liability Waiver". * **Document Terms** — the full text, in a rich-text editor (headings, lists, bold). You can paste in the text of an existing waiver. Images aren't allowed — documents must render cleanly as PDFs and emails. * **Preview** opens a quick admin view of the terms and the plans that require the document. It isn't the client's signing page. #### 3. **Choose Which Plans Require It** * Under **Required By**, check the membership plans whose members must sign. #### 4. **Create** * The document appears in the list, **Active** — and if you attached plans with active members, signature requests go out to them **immediately**: the **Completed** column starts tracking (e.g. `0 / 1`). *** ### How Automatic Sign Requests Work BTWB requests signatures — with an email containing a signing link — whenever: * a document with plans attached is **created, edited, or reactivated** — active members of those plans who have never been sent the document are asked (for example, members of a plan you just added under **Required By**), * a client **gets a plan** that requires documents (at sale or self-checkout), or * a signed document is **voided** while the client's plan is still active. Clients who already signed, or were already asked, are **not** asked again when you edit a document's text. To get everyone to sign an updated version, **Duplicate** the document (see below), or use **Actions → Bulk Request Again** on its detail page. Clients can sign from the emailed link, in the btwb app, during self-checkout, or in person — staff can launch the signing flow from the client's detail page and hand over a tablet. *** ### The Documents List and Detail Page * **Active toggle** — inactive documents can't be signed and their public URL stops working; a document attached to any plan can't be deactivated until you unlink it. * **Completed** — signed-vs-expected count; click through to the **detail page** with **Signed** and **Unsigned** tabs listing every client, where you can **Download PDF** (signed), **Request Again**, **Sign Document** in person, or **Void** a signature. Its **Actions** menu has **Bulk Request Again** and **Bulk Void** for all clients, all active clients, or only unsigned active clients (Bulk Void can also target all inactive clients). * **Copy Link** — a public URL for the document you can put anywhere (e.g. your website); anyone can open it, sign in or create a free btwb account, and sign. * **⋯ menu** — View (the terms and required plans), Edit, **Duplicate**, and **Download QR Code** (active documents only; see [How to Download a QR Code for a Waiver or Document](/btwb/admin/clients/documents-and-waivers/how-to-download-a-qr-code-for-a-waiver-or-document.md)). * **Duplicate** is how you roll out a new version that everyone must sign, such as an annual waiver update. The copy is named "…'s Copy", has the same terms, and has **no** Required By plans; it opens for editing. Update the terms, check the plans, and click **Update** — every active member of those plans is asked to sign it. Then remove the plans from the old version and turn it off. *** ### Notes for Admins and Coaches * Signed documents produce a **PDF** with the drawn signature, stored on the client's record — downloadable any time from the client detail page or the document detail page. * Signers under 18 are asked for a **parent/guardian name** automatically (based on their date of birth). * Whether unsigned documents block class reservations or self check-ins is controlled in [Class Settings](/btwb/admin/scheduling/class-schedules/class-settings.md) — both are on by default. *** ### Video Walkthrough *Watch the walkthrough of the Gym section's Retail Products, Documents, Plan Workouts, and Workout TV pages:* {% embed url="" %} --- # Agent Instructions This documentation is published with GitBook. GitBook is the documentation platform designed so that both humans and AI agents can read, navigate, and reason over technical content effectively. 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