Documents and waivers are the signable agreements your members accept - liability waivers, terms of service, codes of conduct, and policies. Each document is paired with one or more document rules that decide who must accept it and how strictly acceptance is enforced. A document rule describes whether a signup or setup document is required and how it is gated, so the right people are asked to sign the right agreements at the right moment.
Manage both from Settings > Operations > Documents & Waivers (route /settings/operations/waivers). The page has two sections: Documents (the agreements themselves) and Document Rules (the targeting and enforcement layer on top of them).
Overview
- Author documents - Documents are content items of type
document, written in the same block editor as posts and FAQs. They carry a title, slug, body, and language variants.
- Target an audience - Each rule filters by contact type, plan, tags, and household role. A contact must match every populated filter category to be asked to sign.
- Mandatory gating - A mandatory document blocks a member from using the platform until they accept it (it drives the incomplete-setup state). Optional documents are surfaced but never block.
- Typed-name acceptance - Require members to scroll through the document and type their full name before they can accept. Available only on mandatory documents.
- Guardian signing for minors - Target a rule at the
dependent household role; the guardian accepts on the dependent’s behalf during signup.
- Multiple rules per document - The same document can be targeted by several rules. When rules overlap, the strictest wins: any mandatory rule makes it mandatory, any typed-name rule makes typed-name required.
- Version-aware, not disruptive - A signature counts as accepted regardless of the stored document version. Cosmetic edits to a published document do not re-gate members who already signed.
Authoring a document
A document is a CMS content item with its type set to document, so it is written in the same block editor as your other content (posts, FAQs, reusable blocks), with the same title, slug, body, and language-variant support.
- On Settings > Operations > Documents & Waivers, click Add document. This opens the content editor with the type pre-set to
document.
- Give it a Title (for example,
Liability waiver) and write the body in the block editor.
- Set the status to Published. Only published documents are enforced - a draft or archived document is skipped by every rule, so members are never asked to sign it.
- Save. The document now appears as a card in the Documents section and becomes selectable when you create a rule.
Write one document per agreement (waiver, terms, code of conduct) so each can be targeted, versioned, and reported on independently. Use language variants on the document itself so members see the agreement in their own language when they sign.
Creating a document rule
A rule connects a published document to an audience and sets how acceptance is enforced.
- In the Document Rules section, click Add Rule.
- Fill in the dialog:
- Name - An internal label for the rule (for example,
Adults - liability waiver). Members never see this.
- Document - Pick the published document this rule enforces.
- Contact Filters - Narrow the audience (see below). Leave a filter empty to place no restriction on that dimension.
- Optional - Off by default, so documents are mandatory unless you flip this on.
- Require review and typed name - Force the member to scroll through the document and type their full name before accepting.
- Active - Whether the rule is currently in effect.
- Click Save. To edit or delete a rule later, click its card in the Document Rules section.
Filters decide who a rule applies to. The four categories combine with AND: a contact must match every category that has values set. Within a single category, matching any value is enough (OR). A category you leave empty places no restriction, so a rule with no filters at all applies to everyone.
Match on the kind of contact. The available types are Member, Drop-in, Lead, Staff, Lapsed, and Contact. Use this to ask, for example, only drop-in visitors to sign a one-time liability release, or only members to sign the full membership terms.
Plan
Match on the plans a contact holds through an active membership. Select one or more plans; the rule then applies to anyone whose active membership is on one of those plans. During signup - before a membership exists - the rule matches against the plan the member is purchasing in the wizard.
Match on contact tags (for example, a competition-squad or under-18 tag). Use tags when your audience does not map cleanly to a contact type or plan.
Tag filters are skipped during the public signup flow, because a brand-new contact has no tags yet. A rule that relies only on a tag filter will not surface at signup - it will apply later, once the contact is tagged. For documents that must be signed at signup, target by contact type, plan, or household role instead.
Household Role
Match on a contact’s role within a household account: Owner, Adult, or Dependent. This is how you route a minor’s waiver to the dependent role so it is presented to the guardian to sign on the child’s behalf.
Mandatory gating vs optional
Every rule is mandatory unless you switch on Optional.
- Mandatory (default) - The member cannot finish using the platform until they accept the document. Mandatory documents feed the incomplete-setup state: an authenticated member with an unsigned mandatory document is gated until it is signed.
- Optional - The document is offered but never blocks access. Optional documents are useful for informational consents (marketing preferences, photo release) that you want to record but not enforce.
Typed-name acceptance
Require review and typed name makes acceptance deliberate: the member must scroll through the full document and type their full name before the accept button unlocks. This produces a stronger evidentiary record for waivers and legal agreements.
This option is only meaningful on mandatory documents. If a rule is optional, the toggle is disabled and the setting is forced off - review and typed name can only be required on mandatory documents. If you make a mandatory rule optional later, its typed-name requirement is cleared automatically.
Worked examples
Climbing gym - lead-climbing waiver tied to one plan
A climbing gym requires a belay-and-lead-climbing liability waiver only from members on its Lead Climbing plan; recreational top-rope members do not need it.
- Author a published document
Lead climbing liability waiver.
- Create a rule named
Lead climbers - liability waiver:
- Document:
Lead climbing liability waiver
- Plan:
Lead Climbing
- Optional: off (mandatory)
- Require review and typed name: on
- Now only members whose active membership is on the Lead Climbing plan are gated until they scroll through and type their name to accept.
Martial arts - a minor’s waiver signed by the guardian
A jiu-jitsu academy enrolls children through a household account, and the parent must accept the injury-risk waiver for each child.
- Author a published document
Youth participation and injury-risk waiver.
- Create a rule named
Dependents - youth waiver:
- Document:
Youth participation and injury-risk waiver
- Household Role:
Dependent
- Optional: off (mandatory)
- During signup, the guardian completing the wizard is shown the dependent’s waiver and accepts it on the child’s behalf. The resulting signature records the child as the subject and the guardian as the signer. See Document signatures for how proxy signing is recorded.
Racket sports - one-time release for drop-in visitors
A padel club lets non-members pay per court but wants a signed release from every drop-in.
- Author a published document
Drop-in court-use release.
- Create a rule named
Drop-ins - court release:
- Document:
Drop-in court-use release
- Contact Types:
Drop-in
- Optional: off (mandatory)
Whole-club code of conduct
To require every contact to accept a code of conduct, create a rule with no contact filters and leave it mandatory. An empty filter set means the rule applies to everyone.
Tips and best practices
- Publish before you target. A rule pointing at a draft document silently enforces nothing. Confirm the document status is Published.
- Name rules for their audience, not the document.
Dependents - youth waiver tells you at a glance who it hits; Waiver rule 2 does not.
- Prefer contact type, plan, or household role for signup-time documents. Tag filters do not fire during public signup.
- Keep documents single-purpose. One agreement per document makes targeting, typed-name requirements, and the signatures ledger clean.
- Use language variants on the document so members sign in their own language; the signing flow resolves the variant that matches the member’s locale.
- Deactivate instead of delete when you want to pause a rule but keep its history - toggle Active off rather than removing it.
Troubleshooting
- Document signatures - The ledger of who signed what, when, and how, including guardian signing for dependents.
- Content overview - The block editor and content types used to author document bodies and language variants.
- Accounts - Household accounts and the owner/adult/dependent roles that household-role targeting uses.
- Plans - The plans that plan-based targeting matches against.
- Settings overview - Where Documents & Waivers lives among the other settings.
