Documents and waivers

Writing a document

Owners, administrators and lead coaches manage documents.

1. Open Admin console → Business → Documents and press New document.
2. Start from a blank document, or a starting point: Participation Waiver and Release, Medical and Emergency Information, Photo and Video Release, Student and Family Code of Conduct, or Membership Agreement. Starting points are optional wording, not legal advice: the final document is yours.
3. Choose who it is about, who signs it, and how often it is needed (once, every year, or until a date you choose).
4. Write it. Insert a detail… adds a merge field — the dojo's name or address, the student's name or rank, the date of signing and others — filled in for each family.
5. Add the boxes the signer must tick and any questions they answer. Press Save: it is a draft until you publish it.

Publishing and asking people to sign

Press Publish. A starting point asks you to confirm you have reviewed the wording. Then press Update assignments to ask everyone it applies to; it is safe to press as often as you like. Families find it on their dashboard under Documents to sign.

When you publish a new version, you are asked whether the change needs everyone to sign again, or was a correction their signatures still cover.

Who has signed

The signing board shows Still to sign, Signed or Everyone, and Who signed on each signed row. A parent or guardian signs for their child.

Paper and previous systems

• Record paper signature records a signature made on paper, with where the paper is kept.
• Record from previous system records one from the system you used before, with when it was signed. It counts as signed only when the document's Count a signature recorded from a previous system as signed box is ticked; otherwise the family is still asked to sign.
• Not needed waives a document for one person, with a reason.

A paper or previous-system record is always shown as a signature KarateShowCase did not witness; Not needed shows as Marked not needed.

Good to know

• Every signed copy is kept exactly as it was signed. A copy signed since signed copies were given a fingerprint carries one, checked whenever it is opened; an older copy says it was recorded before that.
• The document details filled in — your dojo's legal name, address and head instructor — are under Document details, which owners and administrators change.