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. The people asked to sign are told by the bell. For a student's document, they are emailed too once KarateShowCase has switched automated email on for your dojo, unless you turn off Tell families when they have documents to sign under Automated messages.

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.