Xola Waivers

Save time at check-in by getting waivers signed before arrival. No more having customers sign paper waivers when you have Xola Waivers. When you install Xola Waivers from the App Store, you can create your waivers and assign them to experiences. Your customer can sign a waiver at checkout or in the confirmation email to have this done before arrival.  In addition, your customer can also fill out your questionnaire in the waiver to save them time and for you to have all your customer information in one place.

What's covered in this article:

• How to enable Xola Waivers
• How to create a Waiver
• How to Add a Questionnaire to Waivers
• How to configure the Waiver to Products
• What the customer sees
• Customer Waiver Reminder Notifications
• How to add Waivers to purchases manually

How to Enable Xola Waivers

1. Navigate to the Xola App Store by clicking the App Store tab on the side screen bar.
2. Locate "Xola Waiver" and select the App Store title.
3. Click the green "Install" button

How to create a Waiver

Once installed from the App Store, you can create your own Xola Waivers. Go to Settings > Apps > Xola Waivers > Configure and click on the “Create a Waiver” button. After this, you can begin to create a custom waiver template that can be assigned to experiences:

1. Title: This will show at the top of the waiver to your customer. 
2. Body: This is the text you want you customers to agree to. In addition to your text, the Body can have a few variables to choose from when adding custom content to your waiver. These variables will dynamically populate content in the waiver. The available variables are:
   • Required Check Box: Places a check box in the waiver that the customer has to check to finish and agree to the waiver.
   • Current Date: The date on which the waiver is opened.
3. Electronic Consent: This is the paragraph that will show on the waiver for your customers to see and agree to before they sign. 
4. Additional Documents: In addition to or to replace the body of your waiver, you can upload a PDF. Click on the 'Upload PDF' button under the Electronic Consent.
   • Note: This feature gives you greater control over the design of your waiver, allowing you to include images, highlighted text, and more. The PDF will display inline within the waiver, rather than as a downloadable link.
5. Next, you will want to set the age of the Minors. 
6. Now, check the box if you want to allow a minor to sign a waiver
   • If chosen, you will need to set up the following option:
     • Minor Instructions: add a custom message to tell Parents/Guardians what to do. 
     • Waiver Requirements: 
       • Require one waiver per minor: This means each minor will need their own waiver
       • Allow multiple minors on the same waiver: This means one parent/guardian could sign for multiple minors on one waiver
     • Parent/Guardian Rules:
       • Only the parent/guardian must sign the waiver
       • Minors must sign the waiver in addition to parent/guardian
7. Once everything is completed, click 'Save Template.'

Waiver Example: 

How to Add Questionnaires to Waivers 

Questionnaires collect additional information from your customers. What is included in the Questionnaire is completely customizable, and it can be set up as Global or Experience-Specific. To add these questionnaire questions to your Waiver, go to your questionnaire settings in your Xola account and toggle on 'In Xola Waivers' so these questions will show on your Xola Waivers. 

Note: Questionnaire answers will show on the roster on your Xola dashboard. 

How to configure the Waiver to Products

Navigate to Customers > Digital Waivers and click the button to apply the waivers to the products for which you want your customers to sign a waiver. 

Once this is complete, the customer will be asked to sign the waiver after completing a purchase in the checkout. They will also receive a confirmation email with a link to sign the waiver. You can also configure Waiver reminder emails to send to them in addition to the confirmation email. See below for instructions on how to set this up. 

What the customer sees 

After a customer completes a purchase for an experience with a Xola Waiver tied to it, the checkout window will ask them to fill out the waiver.

This same digital waiver link will also be included in your customer's Confirmation and Reminder emails. They can click the link in the email at any time to sign.

Customers will also be allowed to sign another waiver or share the waiver link with other guests. They can click the share link, and a waiver URL will be copied. They can then send it to others via email, text, or group chat.

Customer Waiver Reminder Notifications 

You can set up waiver reminder emails and/or SMS for the customer to make sure that all waivers are signed before arrival of the experience. By default, reminders are set to be sent 7 days, 3 days, and 1 day before arrival. You can override the default and set reminders in any increment you would like. You choose how many reminders are sent and if they are sent after the purchase is made or before the arrival date. To set this up,

1. Go to Settings > Notifications
2. Scroll down to the 'Sent to Customers' section
3. Under 'Waiver Reminder', click on the underlined days 
4. Now pick how many reminders the customer will receive (up to 3) 
5. Then slide the slider to choose the timeframe 

Note: The waiver reminder will not be sent after everyone has signed the waiver. It will only be sent when there are outstanding waivers to be signed by the group. 

Waiver Reminder Email Example: 

Waiver Reminder SMS Example:

You can also resend the Waiver reminder email to a customer by going to Purchases > Searching for the customer's purchase, and clicking on the Resend Waiver button. 

Note: To use the Resend Waiver feature on Purchases, the Waiver Reminder must be turned on under Notifications. 

Note: When the waiver reminder is resent, it will show who has signed the waiver already! 

How to manually add Waivers to purchases  

Waivers will automatically link to purchases when signed from the link sent in their confirmation email (or can be manually linked when signed from a generic link):

Purchases tab

1. Navgate to the Purcahses Tab
2. Within the purchase, go to the Attendees section.
3. To manually link waivers, click on the  icon with the colored dot. Now, click on the 'Link a Waiver' button, select the waiver you would like to link, and hit Save. These waivers will appear, and the name on the waiver will appear in the attendees' section. 
4. To make corrections to your guest's waivers, click on the  icon with the colored dot and then click the  icon. A pop-up will appear allowing you to update the information your guest submitted. If you use the questionnaire in the waivers feature, you can also modify their responses here.
5. To unlink the waiver, click on theicon with the colored dot and then click the  icon next to the customer's waiver you want to unlink. This will unlink the waiver and allow you to link another one. The name of the guest will also be removed from the attendees section. 
6. To view the waiver, click on the  icon with the colored dot and then click the icon. This will download the signed waiver to another screen for you to view.

Roster

1. Navigate to the Dashboard
2. Click on the Timeslot, and go to the Roster
3. To manually link waivers, click on the  icon with the colored dot in the Roster grid. Now, click on the 'Link a Waiver' button, select the waiver you would like to link, and hit Save. These waivers will appear, and the name on the waiver will appear in the attendees' section. 
4. To unlink the waiver, click on theicon with the colored dot and then click the  icon next to the customer's waiver you want to unlink. This will unlink the waiver and allow you to link another one. The name of the guest will also be removed from the attendees section. 
5. To view the waiver, click on the  icon with the colored dot and then click the icon. This will download the signed waiver to another screen for you to view.

Tip: You can allow linking of previously linked waivers to new purchases if needed. Go to Customers > Digital Waivers > Global Settings and check the box to enable this.