It’s no secret that the word “free” is deemed a powerhouse in the marketing world—after all, who can resist a free product, service, or software? However, as a consumer yourself, you know that free isn’t always a good thing.
You’ve likely had an experience with a free app or technology you thought would be great—only to find hidden fees, a limited set of low-quality features, and annoying ads. Or perhaps you’ve stumbled across the dreaded “freemium” pricing structure where companies win you over with the promise of free software only to withhold key features.
While free options can be enticing, they often do more harm than good by negatively impacting customer relationships and your company’s efficiency. In this guide, we’ll explore some of the things your organization should consider before going with a free waiver signing tool—let’s get started!
Why use an online waiver tool?
Online or digital waivers are just like their traditional paper counterparts—the only difference is that they're virtual rather than physical.
Because these waivers live online, you’ll need to collect electronic signatures from your customers or participants. Electronic signatures are just as legitimate as wet signatures, and it’s much more convenient for customers. And when users can sign them ahead of time, your business can cut down on pesky check-in lines, boosting productivity and enhancing their experiences.
Additionally, storing these waivers is quicker and much more secure than filing paper forms. When you need to find a specific waiver, you can simply search for the date or customer’s name. Plus, the right waiver software will allow you to analyze waiver data to gain insights about your customers that you can use to improve your marketing efforts.
What’s wrong with free online waiver signing software?
It’s easy to see why so many businesses are intrigued by free waiver software. After all, these solutions:
- Help you save money
- Might not seem all that different from their paid counterparts
- Provide a way for you to test out digital waivers without significant investments of time or cash
While these are valid reasons for considering free waiver software, we have some thoughts about each of them:
- You may not actually save money. Cutting corners when it comes to important tools like waiver software could lead to a costly lawsuit. After all, roughly 45% of small businesses are currently involved in some kind of litigation, and about 90% of all businesses will experience a lawsuit at some point. Investing in quality software could protect you from this, paying dividends in the long term.
- Free solutions could be overpromising—and underdelivering. It can be tricky to determine the key differences between free and paid solutions. We recommend booking a call or demo with potential providers to ask questions. These conversations are free and can help you uncover gaps between free and paid software.
- There are lower-commitment ways to try out digital waivers. For example, we offer free trials so you can test out Smartwaiver’s features for yourself.
With a few of these initial misconceptions out of the way, let’s cover some of the top concerns we have about free software:
What “Free” Really Means
You may have heard the phrase, “Nothing in life is free.” This holds true in the software world, too.
In other words, “free” rarely actually means free. You’ll likely be paying in some way, whether that’s through purchasing add-ons, covering hidden fees, or wrestling with a tool that’s not a good fit for your needs.
9 Reasons to Forgo Free Digital Waiver Options
Still thinking about going with the free option? Before you commit, get familiar with these reasons why it might not be a good idea to skimp on your waiver technology:
- It's not scalable. Limited features mean that the tool likely won’t grow with your organization. Let’s say your adventure tour company starts offering ziplining excursions and requires participants to watch training videos beforehand—does your free waiver tool allow you to embed videos into the forms? Free options may also have caps on the number of waivers your organization can store or use which can be a problem as your customer base grows.
- It could be more vulnerable to security risks. A free option may not provide the same level of protection against hackers, data breaches, and other security risks that paid solutions do. Data security should be the provider’s top priority, so make sure they leverage encryption, hold SOC 2 Type II certification, and use two-factor authentication (2FA).
- Lacking tech support. Tech support for free solutions can be low-quality or even nonexistent, leaving you helpless if something goes wrong. Because waivers play such an important role in protecting your organization, the software you choose should offer reliable, quality support.
- Poor reliability. Free waiver software could have more unexplained downtime, glitches, and other performance issues that negatively affect customer and staff experiences with the tool. Coupled with poor support, this can be very frustrating for your business.
- Hidden costs. We’ve already mentioned the possibility of hidden costs popping up while using a seemingly free solution. Not only are these fees annoying, but they could seriously throw a wrench in your budget if you're a small business that meticulously allocates each cent.
- Less flexibility. Free tools may only offer a few basic waiver templates, lack customization options, or limit how customers access the documents. This could mean that your business is unable to add its branding to waivers, embed training videos, add custom fields, share waivers ahead of time, and more.
- It's poorly maintained. Free providers are less likely to offer updates and properly maintain the tool. Over time, you could be left with an outdated, unhelpful tool that is not compatible with other technology and is vulnerable to more sophisticated security risks.
- Fewer integration options. When solutions aren't properly maintained, they may not be able to integrate with your other tools like reservation software or email marketing platforms. In other words, the tool could become obsolete and force you to make a switch.
- No incentive to go the extra mile. Finally, free options have little to no incentive to ensure reliability, invest in stringent security measures, or expand offerings. After all, why would they take the time to make these changes when there's no additional revenue to be earned?
Fortunately, there are solutions available that don’t come with these issues—and they won’t break the bank either. Next, we’ll cover a top alternative you can use in place of that free waiver software you’ve been considering.
What is a good alternative?
Smartwaiver offers top-of-the-line digital waiver software complete with all of the tools you need. In addition to prioritizing security, we aim to offer a flexible tool that gives your customers more power and independence. Just some of our top features include:
- Unlimited waiver templates at your fingertips
- The ability to add up to 100 staff members to your account and assign varying access permissions
- Android and iOS apps you can use to set up unlimited mobile kiosk stations
- Offline waiver collection
- U.S.-based support team
- Multiple language options
- Integrations with top providers and open API to facilitate smooth, custom integrations with your database
- Collection of powerful data to enhance your marketing efforts
- The ability to incorporate safety and instructional videos
We’re familiar with dozens of verticals, from hotels to salons to activities. Given our years of experience, our staff will understand the unique challenges and needs your organization faces. Take it from our customer Tumalo Creek Kayak and Canoe:
“We have relied on Smartwaiver for as long as I can remember. I have no idea how we managed without it. The power and flexibility the system offers without giving up elegant simplicity make the decision a no-brainer.”
If you want to experience these benefits firsthand, you can get started today. And remember—we don’t charge setup fees, have hidden costs, or require you to sign a contract.
The Bottom Line? Read the Fine Print
Free online waiver signing software might seem amazing at first glance—but don’t be fooled. Free software still comes at a cost, and it likely won’t be a long-term solution for your organization.
Avoid the hassle of switching systems and migrating data later by investing in a high-quality, security waiver signing tool like Smartwaiver. To explore all of our features and capabilities, start your free trial today!
Or, if you want to learn more about digital waiver software and waiver best practices, dig into these additional resources:
- Our Top 7 Waiver Software Providers for Your Organization. Ready to start looking for the perfect digital waiver software? Check out our top recommendations here.
- How to Make a Waiver for Your Organization: 4 Key Steps. Learn about the four key steps you need to take to create effective waivers that fit your organization’s needs.
- Activity Waiver Basics and 5 Essential Best Practices. See if an activity waiver is the right fit for your organization and explore best practices before getting started.
