Online Waivers

· April 27, 2014 ·

The liability waiver signing page has been built using a technique called
Responsive Web Design (RWD).  This means that no matter what the size of the
user’s screen the page will adapt and reformat to fit the content to the size.
This page will work on smart phones on up to desktops.  Correspondingly the page
on your site that houses the waiver page should also be based on RWD so that the
effect is not blocked by your page design.  The easiest way to accomplish this
is to have a minimilist page with just your logo and background.  Do not clutter
it up with links, photos, banners, etc.

There are 4 possible choices to complete a waiver.  All 4 follow the same
process until the very last step. In all cases the user enters their profile
(or locates their existing profile) and then it is saved into Roam’s mailing list,
reservation roster and item roster, and updates their history.  So, regardless
of how the waiver is signed, the work of entering names post-season is over (for
those that enter their info online – not everyone will)

A guest must always be given a choice to complete a paper waiver and sign
manually. There are two options for paper waivers: Have the waiver emailed to
the guest where they can print it, sign it, and bring it with them; or have the
waiver waiting for them upon arrival (there is a way to have them all print
ahead of time).  Either way the guest still has to complete their information
which updates Roam. You can offer the guest either or both of these manual
methods.

There are 2 e-signing methods, and you need to choose one (or neither).  The most
secure goes through rightsignature.com. Once the guest has completed the waiver
process a pdf is generated and sent to rightsignature.  They then send an email
to the guest with a link for the guest to access the document and sign it on
rightsignature’s website.  When the guest signs the document Roam is notified
and the record is updated.  The second method is less secure but requires no
third party (or addtional cost).  It’s up to you and your lawyers and insurance
company to decide if this method is sufficient.  When completing the waiver the
guest will be able to sign (by typing) their name on the document.  This is
saved within Roam and the guest is emailed a copy.

No matter which way the guest completes the waiver, the document is always
accessible from a web page.

There are seven fairly simple steps to completing waiver(s)

1. Reservation
   
   The guest must first enter a valid reservation# and its corresponding group leader#.  This can be automated by having those fields as part of the URL. Reservations from the past cannot be accessed.
2. Signatory
   
   Only people at the age of majority at the time of signing can complete a waiver. The guest will be presented with a list of adults currently associated with the reservation (from the reservation roster).  If they are listed they can select themselves and enter their password to continue.  If they have forgotten or have no password they can ask for their password to be emailed to them.  An adult can also add themselves to the reservation roster.  Either by searching for themselves using their email address, or by entering a new profile.
3. Profile
   
   Basic Name and Contact information.  If anyone enters a new email address (either for an existing profile or for a new profile) they will be emailed a security token.  That token must be entered in order to continue. This proves that they are the owner of (or at least have control of) that email address.
   Birth dates are checked to ensure person is the age of majority.
4. Participant/Item
   
   This step is used to select for whom the waiver is being completed.  It can be for the adult completing the process and/or one or more minors. This step also selects for which item a waiver is being completed.  One or more items can be selected.  Only items requiring a waiver are listed. One waiver per person/per item will be generated.  If an adult is completing a waiver for them self plus two minors for two items, then six waivers are produced.
   
   A list of minors will appear.  The user can select one or more and add any that are missing. The initial list is comprised of minors within the same family as the adult, and any minors associated with the reservation.  Birth dates are checked to ensure the minors are still minors on the date of the activity.  If new minors are added and the adult is their mother or father then the minor’s information is saved as a family member.  If the adult is a guardian then the minor’s information creates a new main customer#.  Up to a maximum of 8 dependents are allowed.  Any number of non-dependents are allowed. So a guardian could complete waivers for a group of kids.  If non-participating parents were completing a waiver for their child the parent’s info is saved in the mailing list but not added to the roster. The child is added to the roster and saved into the mailing list.
5. Safety Videos
   
   If any waivers specify that a video be viewed prior to the signing a waiver, those videos will appear.  A checkbox will need to be checked before moving on. If multiple items were selected that shared a common video the video will only appear once.  If no videos are needed then they guest will be told and they can move on.
6. Review
   
   A list of the waiver(s) are shown.  It’s a way for the user to see who the waivers are for and for which items. Most likely just one waiver for themselves, and possibly some for minors.  At this point they can still go back to any previous step to make changes.  Once they continue on there is no going back. But they can skip waivers if they choose to do so.  This is also the point where the guest can choose how to sign the waivers.
7. Sign
   
   The last step is tailored to the signing method.  All steps start by showing the guest the completed, but unsigned, waiver. If the guest chooses a paper waiver they are shown where to date and sign.  If the guest chooses a true e-sign waiver then the spots where they will e-sign are highlighted.  And if the guest chooses the quasi-e-sign, there will be highlighted areas where they can enter their ‘signature’, and initials if need be.  When they have read the waiver and optionally signed, they can move on to any subsequent waivers.

Setup

There are five aspects to setting up online waivers.

• Creating an html version of your waiver.
  
  You must have an html version of each waiver.  You can embed certain codes into your waiver which will be replaced by actual data prior to viewing of the document by the guest.  These documents must be uploaded to the folder:
  /waivers/co#/legal
• Setting up waiver codes.
  
  Waiver codes are accessed from the Items – Background Setup menu choice. Each item that requires a waiver needs to have a waiver code selected.  In the setup you will need to choose an html waiver file.  Also, if any security video needs to be watched enter the URL of that video.
• Assigning waiver codes to each item that requires waiver.
  
  Only those items that have a waiver code will be presented to the guest.
• Company setup.
  
  • Age of Consent: is the age at which a person can legally sign a waiver in your jurisdiction.
  • E-signing: which option you choose to use for e-signing, if any.
  • Sign/Return: check if you will allow a guest to print, sign and return a paper waiver.
  • Sign on Arrival: check if you will allow a guest to sign a paper waiver on arrival.
  • Dailies To: An email address to send a combined PDF file of all waivers to be printed for each day. These waivers originate when a guest chooses to sign a waiver upon arrival.
  • Inq Code: The default Inquiry code to use for guests completing a new profile
    
  • There may be need of a another field and that would be an API key for another html-pdf conversion provider. The current pdf provider cannot handle Google fonts. If you choose the self-sign e-signing option we use a Google handwriting font. It won’t currently appear in that font on the pdf version.
• Getting it to work on your domain
  
  For numerous technical reasons, to have this work on your domain requires that the actual process be carried out in an iframe.
  
  The URL to your waiver page is:
  roamuser.roam3hosting.com/reservations/olwaiver/
  where roamuser is your user ID.
  Optionally you can append 2 parameters to automatically bring up a reservation.
  roamuser.roam3hosting.com/reservations/olwaiver/?rsvno=rsv#&glcustno=glcust#
  where rsv# is a valid reservation# and glcust# is the reservation’s group leader#.

  As this page should be run in an iframe to a page on your domain then the above url is the src attribute to the iframe. That makes it a bit harder to set those 2 parameters as it’s your page being called. In that case the following javascript code will take the parameters from your URL and build the iframe URL:

  <iframe id=’R3Waiver’ style=’position: absolute; width: 99%; height: 99%; border: 0px’ frameborder=’0′>
  </iframe>
  <script>
  (function() {
  var opts = {rsvno:”, glcustno:”}, n, v;
  var src=’http://yourRoamcode.roam3hosting.com.com/reservations/olwaiver/?’;
  var params = location.search.substr(1).split(‘&’)

  if (params.length > 1) {
  for (var i=0, pair; i < params.length; i++) {
  pair = params.length[i];
  n = pair.split(‘=’)[0];
  v = pair.split(‘=’)[1];
  if (n in opts) {
  src += n + ‘=’ + v + ‘&’;
  }
  }
  }

  document.getElementById(‘R3Waiver’).src = src;
  })()
  </script>

Mail merge fields in the actual waiver document

Your waiver document is a full fledged html document with <head> and <body> sections. Within the document you can add in codes that will get replaced with real information.

All mailmerge fields are surround by {{ and }}
Generic Fields

• {{date}} – the current date
• {{itemdesc}} – the description of the item
• {{itemdate}} – the date of the item
• {{htmlhead|safe}} – required code to go into the section of your document.
• {{signit|safe}} – a postit note style image that can be placed to the left of a signature area. This only applies to non Right Sign documents

Specific Fields

• {{reshdr.}} – fields pertaining to the reservation, such as {{reshdr.rsvno}}
• {{adult.}} – fields pertaining to the signatory or the ‘adult’ doing the signing, such as {{adult.frstname}}
• {{minor.}} – fields pertaining to any minor involved, such as {{minor.lastname}}

reshdr, adult and minor all have many fields that can be merged. Refer to the Documentation for the exact list. Look under Documents, Content. Scroll down to the Table Fields Utility. Enter reshdr for the reshdr fields, and customer for the adult, and minor fields.
Place these fields wherever an adult or minor needs to sign.
In addition to the fields available for the adult and minor, there are also signature and initial fields.
You can have up to 10 fields for each, from {{adult.signature1|safe}} through {{adult.signature10|safe}}, and {{adult.initials1|safe}} through {{adult.initials10|safe}}. The same goes for minor.