Waivers

A waiver protects your academy and your members. TrainOS gives you a place to write it, several ways for members to sign it, and a record of exactly who has and hasn't.

Write your waiver

Let AI draft it for you

Above the editor is a prompt box. Describe the waiver you want — "a general liability waiver for a BJJ academy" — and AI writes a first draft. Ask it for changes and it shows you exactly what it wants to change, as an edit you read and then accept or reject. Nothing goes live until you say so.

The first time you use it, TrainOS shows a one-time notice: AI-written text can contain mistakes or wording that doesn't hold up in your state, and it should always be reviewed by a lawyer before you rely on it.

Create as many waivers as you want — a general liability waiver, one for minors, a photo release — TrainOS doesn't limit you to one. If you have more than one, click Set as default on a template's row. Only one waiver can be default at a time, and it can only ever be one of your Active waivers.

Being the default matters because it's what powers your evergreen public link, plus two in-page signup steps described below — one for a new member joining, one for a free trial visitor booking. Switching your default is safe at any time; it changes nothing about signatures already on file. Turning off Active on your default waiver takes it out of all three, so TrainOS double-checks first — it asks Deactivate your default waiver? Choose Keep it active to back out, or Deactivate waiver to confirm.

To stop using a waiver, turn Active off. It comes down from your links and QR codes immediately, and every signature already on file stays exactly as it is — signed waivers are permanent records.

Where members sign it

Once a waiver is active, there are four places someone can sign it.

During signup

Someone who joins through your public signup page signs your default waiver as the last step, right after they pay — their name and email come from the account they just created, so all they have to do is read it and draw their signature. If they've already signed the current wording, or you don't have a default waiver set, they skip straight to the welcome screen. See Adding a member for the rest of that flow.

Booking a free trial

The same step appears when a visitor books a free trial from your public schedule — they sign right after picking a time, before they land on your roster. See Free trial signups for the rest of the booking flow.

From a public link or QR code

Anyone with a link or a QR code can sign, no account required — a walk-in filling out paperwork at the front desk, a parent signing for a minor before their first class, anyone you'd rather not chase down individually. See Your public waiver link below for the two kinds of link and how to share them.

From the mobile app

Members can sign — or catch up on a wording update — anytime from Settings → Waivers in the app. Anything outstanding sits under Needs your signature, with a Sign waiver button; if they'd signed an older version, the button reads Re-sign waiver instead, next to an Update tag. Everything they've signed is listed under Signed, with the date — and an Update available note if you've published newer wording since.

Any signed waiver stays open to them — they can read back exactly what they agreed to and download it as a PDF, anytime.

Your public waiver link

You have two kinds of link, and the difference is the whole point:

Every waiver in your list has its own QR Code button and copy-link icon. Above the list, the same two things cover your evergreen link — print it once for the front desk, and it keeps working even if you swap your default waiver next month.

See who has signed

Two places answer "has this person signed?" A member's own profile is the faster one for a single person; the Signatures tab is the one for searching across everyone.

A member's profile → Waivers section shows one of three statuses at a glance:

Outdated is what a signature is called once you publish newer wording than what that person signed. It isn't a request sent to anyone — nobody is notified — it's a flag for you, next to that specific signature, and it clears itself the moment they sign the current version from wherever's easiest for them.

A signed-in signer — during signup, a trial booking, or the app, no matter their membership status — attaches to their profile the instant they sign. A signature from your public link or QR code, signed without an account, stays unlinked until you connect it:

Versioning and editing

Only the newest version of a waiver is ever offered for a new signature — your public link, your QR code, and the app always show the latest wording. An older signature keeps pointing at the exact version it was signed against, so the record and the PDF a member downloads always match what they actually agreed to.

Signing the same waiver twice — say, once and then again after you've updated it — doesn't replace the earlier signature. It files a fresh one alongside it, and both stay on file.

Linking an unlinked signature

You can link a signature from two places:

• Waivers → Signatures tab. Any unlinked row has a Link button that opens a member search, already started from the email they signed with.
• A member's profile. If a signature's email matches a member but was never linked, their profile shows it as a Possible match with a Review button. Review shows you the signature itself, then a button naming exactly who you're about to link it to — Link to Maria Reyes, for example.

This works even for members without an account yet — the search finds them by name too, not just by email.

Who's allowed to do what

See also

• Adding a member — where the signup waiver step fits into public signup and invites
• Free trial signups — the rest of the booking flow the waiver step appears inside
• Members & profiles — where a member's signed waivers show up on their profile
• Member statuses — what Pending means for a member who hasn't fully joined yet