For any business that’s had to deal with paper waivers, the decision to move to Smartwaiver is pretty obvious. Ditching the paper and using Smartwaiver saves time and frustration for both the business and their customers while providing valuable business insights. For smart, forward-thinking insurance companies the benefits are just as clear: secure, online storage, security features like Certificate of Authenticity and Auto Photo Capture on every waiver, required fields, and so on...
One of our smart, forward-thinking insurance partners, Affiliate Guard Insurance, wanted to share their thoughts on why they recommend Smartwaiver and going digital.
Digital Smart Waivers Versus Paper: Why It Matters
By: Vaughn Vernon, Owner, Affiliate Guard Insurance
Affiliate Guard provides insurance for over 20 percent of the 10,000 CrossFit gyms worldwide. And while the experience at every box is different, one thing most athletes can expect at the front door is the same: they must sign a waiver before stepping foot on the rubberized floor.
Today my clients can choose between offering paper or digital waivers to their athletes. Right now, more than half of our clients use digital waivers, and we are working toward increasing that to 100 percent for a number of reasons.
The first reason why is also the most obvious: you never have to physically look for an online waiver in the event you get drawn into suit. Most CrossFit owners are community-builders and athletes, not file clerks. It’s easy to misplace a piece of paper when space, time and personnel resources are tight.
Storage is an issue for so many box owners, and digital smart waivers are stored in the cloud. If you move your location, you won’t have to worry about moving files, cabinets, or papers. Smart waivers are safely kept in your online storage system and easily found in the event you should need them.
And you may need them. Most states require that waivers be kept for a minimum of three years after they’re filled out. If you live in the sunshine state of Florida, you need to keep them for five years. That adds up!
A small box sees hundreds of clients in a year, and a larger box could see thousands through competitions and trials. If you sell your business, you are still personally responsible for anyone that draws said box into suit for a minimum of two years afterward, and more in some states.
Even if your organization is dissolved, the box changes name, and you have a whole new life, YOU still need to be in possession of your former athletes’ waivers. It’s not wise to trust anyone who buys your box to keep these important papers. Go digital and they’ll always be a click away.
Here’s some advice that I tell my clients: Every single person that walks through your doors needs a waiver. I don’t care how busy you are, if your printer ran out of toner, or your head coach forgot to get the copies made. You must protect yourself. Athletes can get hurt doing CrossFit, spectators can get hurt watching CrossFit, and if there’s no signed waiver, you are on the hook for their injuries.
Less than ten times in my career I have seen a box owner drawn into suit without a waiver in hand. The reason why matters not. It could have been misplaced or damaged in a fire. The box dog could have swallowed it whole. Whatever the reason is, if you enter court without a waiver, you are going into a gunfight with a butter knife.
Not on my watch! Transfer to a digital platform like Smartwaiver, and you will be good to go. It takes only a few minutes to train your team on how to digitally sign someone in. You will thank yourself in the long run.
For many Smartwaiver customers, winter break is not really a break at all but one of the busiest times of the year; a time when vacationing kids and parents flock to activity-based businesses looking for fun things to do during their time off.
If you’re one of those businesses, be prepared for the influx of customers this holiday season with these Smartwaiver tips:
Put Your Waiver On The Interwebs
When you send out those promotional holiday emails, posts and tweets to your customers, don’t forget to include the link to your smart waiver. Your customers will appreciate being able to fill out their waiver ahead of time, and you’ll appreciate having the waiver on file when they get to your location. Simply look them up in your Waiver Console by last name, check them in and they’re off!
Add a Scannable Barcode
If you have a 2-D scanner handy at the front desk, speed up the check-in process by setting up a barcode on the confirmation email. Customers that sign the waiver from home can simply present the confirmation email on their smartphone when they arrive. Scan the barcode on the email and they’re automatically checked-in.
Add More Kiosks
Avoid the potential for long queues by setting up an extra kiosk or two in your lobby. If you have a spare tablet from home or even a laptop lying around in the back room, you can set them up with your smart waiver to help with the lines that might form during busy times.
Temporarily Upgrade Your Service Plan
If you’re getting close to your allotted signed waiver limit you can easily upgrade your plan at any time and then switch back to your old plan when things slow down. Your bill will be prorated when you move your plan up and down.
Here's to a busy, prosperous and streamlined holiday season for all!
If your business offers multiple activities, you might require customers to sign a waiver specific to the activity they’re participating in - which means you have multiple waiver templates to manage. One of the many benefits of turning your waiver into a smart waiver is the ability to create an unlimited number of waiver templates (which you can edit at any time). You can then display your multiple waivers on the same page on what we call a Waiver Index Page.
Setup in a Few Simple Steps
When creating your smart waiver, simply go to the Options tab in the waiver editing tool and place a check in the box under the Waiver Index Page dropdown. Give your waiver a descriptive title that customers will understand, select the position on the page where you’d like the waiver to appear…
and you’re all set!
Your Smartwaiver Kiosk
Now when you use the free Smartwaiver Kiosk app on your iPad or Nexus tablet your Waiver Index Page will automattically display all of the waivers you've selected to be on the page.
On The Web
Like each smart waiver you create, your Waiver Index Page has a unique URL. So if you want to show links to your waivers on one webpage, you can send out the URL to the Waiver Index Page. From here your customers can choose which waiver they need to complete.
You’ll find the URL in your Waiver Editor. Just click on the icon next to your waiver title and then copy and paste the URL from your address bar.
You can also choose to display your Waiver Index Page on your waiver widget.
Viewing The Signed Waiver
After a waiver is signed, you’ll see the title of the waiver in your Waiver Console under the Waiver Title. If multiple waiver templates have been signed you can narrow down a search for a waiver by using Filters.
As a business owner or manager, you understand the importance of customer data. The more you know about your existing customers the easier it can be to keep them happy and coming back by providing the products and services they’re looking for. The information you gather can also be used to help find new customers similar to the ones you have. It’s Marketing 101.
Lucky for you, your business uses liability waivers! So not only is your business legally protected but you have access to all of that valuable demographic data that was completed on the waiver. Even luckier for you, your business uses Smartwaiver so with just a couple of clicks you can know things about your customers like:
- How old are they?
- Are they repeat or new?
- How did they hear about your business?
And so on…
If you’re looking for a quick overview of your data you can view your Smart Trends stats which are presented in easy-to-read graphs and charts.
But if you want to dig a little deeper and segment your participant list you can download the data as a CSV file by clicking on the Export Your Data button in your account. Once downloaded simply open the file in a spreadsheet program like Excel or Google Spreadsheet and sort the columns of data you'd like to segment.
Example 1: By Zip Code
If you ask for your participant's physical address on the waiver, including the Zip Code...
...you can segment their responses by sorting the Zip Code column in the spreadsheet.
Once sorted, you can create a new targeted email list, upload it to your email marketing software and then send out geographic-specific email offers like a "locals only" special.
Example 2: By Repeat Visit
You can segment your participant list by the number of times they’ve Checked-in at your location. Once sorted you can create a new email list, upload to your email marketing software and then send an email with a loyalty offer to those most valued customers.
Example 3: Custom Question
If you offer multiple activities at your facility, you can include a custom question on the waiver, like, “Which activity are you participating in?”
You can then sort the responses in the CSV file, create a new email list to upload to your email marketing software and then send out an email offer that pertains only to the activity they purchased.
These are just a few examples of what's possible with the data you're collecting. With Smartwaiver you can include an unlimited number of custom questions on your waiver so the customer data possibilities are endless! As always, we're happy to help you set up and edit your waiver and custom questions for free.
Note: Be sure the email address field is included on your waiver and that participants have "opted-in" to your permission based marketing list before sending to email addresses that are coming from your digital waiver.
When a participant signs a Smartwaiver, their information and signed waivers are viewable in your Waiver Console. By default, participants are listed by the date of signing in descending chronological order. But did you know that you can also view waiver information according to how the waiver is Tagged?
Tagging is a simple way to categorize and manage your waivers with a specific word or phrase that gets attached to the participant record. This can be helpful when you need to quickly search for participants that are similar in some regard (e.g., all participants that are with a group or all participants who have visited your facility in the past).
There are two ways a waiver can be Tagged:
1) Manually, after the waiver is signed
2) Automatically, when the participant is completing the waiver
To Tag a waiver manually, you need to simply click on the participant’s name in the Waiver Console and then click Add Tag.
To Tag a waiver automatically, you need to set up a Tagged custom question in the Waiver Editor.
When a participant answers this Tagged question, their response will automatically appear next to their name in your Waiver Console.
Let’s say you manage an outdoor activity company that rents both kayaks and bikes. You probably want to know which type of equipment is rented so you would simply add a question on your waiver like, “What are you renting today?” The pull-down responses would be either Kayak or Bike.
Once you’ve Tagged a waiver, searching for and grouping those Tags in your Waiver Console is as easy as clicking on Filters beneath the search field.
Below is how that filtered search appears in your Waiver Console.
Once waivers have been Tagged you can export them as a CSV file by simply clicking on the Export Data link from the sidebar in your account. You can then use that participant data in your targeted marketing campaigns.
Note: We’ll be adding additional export functionality very soon. Stay tuned...
Some other ideas for Tagged questions include:
- Identifying group party names
- Adding certification numbers
- Asking for a participant’s skill level
- Referral information
And the list goes on...
Need more help setting up Tags? Check out our Support Page or contact us. We’re always happy to help and love hearing how you’re using Smartwaiver.
For more advanced Tagging options with Smartwaiver check out the articles below:
Barcode Key Tags