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Document signatures is the ledger of every accepted document in your organization. It records which member accepted which document, when, how it was signed, and the version of the document at the time - evidence you can produce for compliance. A signature is the proof that a member accepted a required or optional document, captured when they sign through the member portal, the mobile app, the public signup wizard, or an acceptance link you send. Owners and admins use the ledger to check and prove who has signed.

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When to use it

The ledger answers “did this person sign, and what exactly did they agree to?” in one place. You can check it before someone trains and produce the evidence if an agreement is ever questioned. Typical uses:
  • Check a waiver before a high-risk session - before a member’s first climbing session or sparring class, confirm their waiver shows Signed, not Pending.
  • Settle an onboarding dispute - open the signature to see the document version, typed name, and timestamp, and download the signed agreement as a PDF.
  • Keep an accurate record for kids’ programs - when a parent enrolls a child, the waiver sits on the child’s record with the parent recorded as the signer.

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How signatures are created

Signatures land in the ledger from several flows:
  • Public signup wizard - The onboarding flow captures acceptances (including drawn signature, IP, and user agent) for the member and, where applicable, their dependents.
  • Member portal - Members sign outstanding required documents from their own portal.
  • Mobile app - Members can review and sign required documents from the 1Club mobile app.
  • Acceptance link - Staff can generate an acceptance link for a specific member and document (an e-signature token), which opens the document for that member to review and accept.
  • Physical record - A paper acceptance can be represented as a signature of type Physical.
A member is not asked to re-sign for cosmetic edits to a published document; a fresh acceptance is only recorded when a genuinely new signature is submitted. A repeat submission of the same document version on the same day is rejected to avoid duplicate rows.

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The signatures list

Open Members, then pick Signatures in the three-dot overflow menu next to Add member (route /members/document-signatures). The menu entry is shown to staff who can read settings. The signable documents and the rules that require them are configured separately under Settings > Bookings > Waivers. The list shows the most recent acceptance per member and document, with these columns:
  • Document - The title of the signed document.
  • Contact - The member the signature belongs to. Click the name to jump to their profile.
  • Status - Signed when an acceptance exists, or Pending when the document is required but not yet signed.
  • Signed Date - When the latest acceptance was recorded.
  • Type - Electronic (signed online) or Physical (a paper acceptance recorded in the system).
From the toolbar you can jump to Documents and Waivers to manage the documents and rules, or create a new document.

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Signature detail

Click any row to open its detail page.
  • Signature details - The document (a link to its content item), the signed date(s), and the signature type.
  • Signed history - Every acceptance for that member and document, newest first, each with its timestamp and the document version at signing time. Because a document can be re-signed (for example after a new version), the history preserves each event rather than overwriting it.
  • Status - Signed or Pending.
  • Document Version - The version of the document that was accepted, so you can prove what the member actually agreed to.
  • Typed name - The full name the member typed, shown when the document required typed-name acceptance.
  • Member - Contact card for the signer.
  • Signature evidence - When present, a card with the drawn-signature image, the acceptance timestamp, the IP address, and the device / user agent.
The evidence card only appears when those fields were captured. Signatures collected by the signup wizard carry the drawn image, IP, and user agent; acceptances from older flows, typed-name-only acceptance, or a physical record entered by staff may show fewer fields, and the card is hidden when none are present.

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Downloading the signed agreement

The Download button on a signature detail page produces the signed onboarding agreement as a PDF - the member’s details, household, the documents they accepted, and their signature, with an IP and device footer. The PDF is generated on demand and served behind your admin session; it is never stored at a public URL.

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Typed-name acceptance

When a document rule has Require review and typed name switched on, the member must scroll through the whole document and type their full name before the accept button unlocks. That typed name is stored on the signature and shown as Typed name on the detail page, alongside the timestamp and any captured evidence. This is the strongest self-serve acceptance you can require and is the recommended setting for liability waivers.

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Guardian and proxy signing for dependents

When a household enrolls a dependent (for example a parent registering a child for a kids’ program), the guardian accepts the dependent’s documents on their behalf during the signup wizard. In the ledger:
  • The subject of the signature is the dependent - the row belongs to the child’s contact and appears under their profile.
  • The signer is the guardian - the acceptance is attributed to the account owner who actually completed the wizard.
This lets you route a minor’s waiver to the dependent household role (see Documents and waivers) while keeping an accurate record that a responsible adult signed it. The guardian only signs documents they explicitly accepted in the wizard - the dependent’s required documents are presented to the guardian, and each accepted one is recorded as a separate signature for the child.

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Tips and best practices

  • Use typed-name acceptance for waivers. It forces the member to scroll and type their name, and the typed name is preserved on the signature as evidence.
  • Check status before high-risk activities. A Pending row means a required document is unsigned - useful to confirm before a first climbing session, sparring class, or contact-sport match.
  • Download the agreement for your records when onboarding disputes arise; the PDF captures the exact documents and signature.
  • Attribute minors correctly. For dependents, expect the signature to sit on the child’s record with the guardian as signer - that is the intended proxy model, not a data error.

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Troubleshooting

  • Documents and waivers - Define signable documents and the rules that require them, including household-role targeting for dependents.
  • Accounts - Household accounts and the owner/adult/dependent roles behind guardian signing.
  • Member profiles - See a single member’s signatures in the context of their record.
  • Settings overview - Where Documents & Waivers is configured.