There are a few important things to know when it comes to managing waives in Clubspot, so we'll break it down for you.
How does it work?
E-signatures will be sent to each participant upon successful registration. The E-signature document is typically sent alongside the confirmation email and the payment receipt. Waivers cannot be signed prior to registration.
For multi-handed boats, a single waiver will be generated with all participants so long as teammates were added at the time of registration. If a teammate was not added, they can be added by adding the crew to the registration. Clubspot will attempt to add the participant onto the existing waiver, so long as the waiver is unsigned or incomplete. If the waiver has already been signed, a new one will be generated.
If the Parent/Guardian data collection is turned on then we will send the waiver request to the Parent/Guardian email provided. Otherwise we will send the waiver to the participant's email.
Is it Legally Binding?
Yes. Clubspot partners with a legally binding E-signature service that complies with the ESIGN Act and other international standards for collecting digital signatures securely.
There are three different status' you might see:
- Incomplete - means that no signatures have been received from any party listed on the waiver
- Partially Signed - means that one or more, but not all signatures have been received
- Signed - means that all signatures listed have been received
️ E-signature services require only one signature per participant
If your waiver requires that a minor and a parent sign, the waiver must be modified so that only the parent/guardian will sign on behalf of the minor participant.
Custom fields can be used to collect the participants name if required. If you aren't sure how this will work, reach out to us anytime and we'll be happy to review your waiver.
Templates - Setting up a Waiver
To add a Waiver, you can create a Template at the Club level to use across your entire account, or you can upload one directly to your Regatta. When you go to upload a waiver, we'll look for existing waivers you can choose from, or you can add a new one.
If you are uploading a new Waiver, Clubspot will need time to process your waiver request. This can take up to 24 hours, but typically happens within an hour. Should you need your waiver processed immediately for an active Regatta, please email us.
️ Please upload original PDFs only. JPEG or PNGs converted to PDF do not allow us to convert the text, and it will delay the processing time of your waiver.
Under the Contracts view, you'll be able to find all waivers and their view their status.
If you need to prepare an emergency binder full of waivers, you can click the Export button on the Contracts table, and Clubspot will combine all waivers into a single PDF for printing. Please be aware that unsigned or partially signed waivers will not be included in this export because they are deemed incomplete.
You can click on an individual Contract to view the details and perform additional actions such as sending a reminder, updating the email it is being sent to, viewing the timeline of events, or withdrawing the contract should it no longer need signing.
Withdrawing a contract will void the original, even if there is a signature on it. Withdrawing a contract should only be used in the event the participant is no longer competing, or if multiple waiver were sent.
Clubspot automatically sends out a reminder every 3 days until the waiver is signed