Membership Waiver & Intake Form

Modified on Thu, 4 Dec at 9:13 AM

Membership agreements can be generated and signed during in-store purchases through the client profile, POS, Ingenico terminals, or the Scheduler app, as well as online via the booking widget or the custom guest app. This article walks you through how to create and generate waivers and intake forms for memberships.

Things to know:

The ability to create membership waivers and intake forms is governed by the "Manage Client Setup" access control setting.
Membership waivers can be presented and signed:
- In-store via the client profile, POS, Ingenico terminals, or the Scheduler app
- Online through the booking widget or custom guest app
- Learn more about signing waivers via the Ingenico terminal here.
For franchise businesses, membership waivers and intake forms can be created at both the parent (franchisor) and child (franchisee) levels.
Membership waivers will only display in POS if a membership intake form has been created and one or more memberships have been selected/assigned to that form.
A mandatory waiver prompt will appear during membership purchase if the company setting “Prompt for membership waiver signature when purchasing a membership” is enabled. This setting blocks payment until the waiver is completed.

CONTENTS

Creating Membership Intake Form
Generating Membership Waivers via Client Profile
Enabling Mandatory Prompt for Membership Waivers
Generating Membership Waivers via POS
Membership Intake Forms On Booking Widget & Express Checkout Page

Creating Membership Intake Form

The first step is to create the waiver, set up custom fields, and then build the intake form. You can learn more about creating waivers here and custom fields here.

Once you’ve created the membership waiver and custom fields, select the Intake Form option to continue
Click Create New Intake Form under either the Client Intake Form or Pet/Family Member Intake Form section
Name your form (e.g., Membership Intake Form)
Under Services, find the Memberships section and select the memberships this form should apply to.
Save the form
On the left side, you'll see a list of Custom Fields and Default Fields
Select the fields you want to include, including the membership waiver
The selected fields will appear under the intake form
You can expand each field to:
- Add a description
- Make the field required
- Specify if the field should be asked every time

Generating Membership Waivers via Client Profile

Go to the Clients tab and open the desired client profile
In the Memberships section, click Add Membership
Select the Location and the Membership
The Waiver field will appear. Select the appropriate waiver from the dropdown
The membership agreement will display for the client to sign
After signing, click Save
The signed waiver will be attached to the membership
Click Take Payment to complete checkout

Enabling Mandatory Prompt for Membership Waivers

Navigate to Business Setup > Settings
Scroll to the POS sections
Locate the 'Prompt for membership waiver signature when purchasing a membership' setting
Toggle to 'Yes'
Save changes

Generating Membership Waivers via POS

Follow the steps below to generate and complete a membership waiver when processing a membership through the POS:

Navigate to POS > New Ticket
Add a client, then add the membership to the ticket
If the company setting for mandatory waivers is enabled, a “Send Agreement” prompt will appear, indicating that a membership waiver must be completed.
Select the appropriate waiver from the dropdown. If only one waiver is available, it will be preselected automatically.
Choose how you want to send the intake form by clicking 'Send':
- Email: Redirects to the New Campaign page to email the form
- Communicator: Generates a shareable link and opens it in the Communicator app for sending.
- Shareable Link: Copies the link directly to your device’s clipboard.
If the mandatory waiver setting is not enabled, an "Add Waiver" field will appear instead. Click the dropdown to select a waiver if needed.
The membership agreement will display for the client to review and sign
Save the signed waiver
The completed waiver will be attached to both the ticket and the client profile
Click Take Payment to complete checkout

When membership waivers and intake forms are set up, clients purchasing a membership online will be prompted to complete the intake form and sign the membership agreement before checkout.

To access the membership waiver/intake form online, your clients should:

Navigate to your booking widget or express checkout page
Sign in or create an account
Click the Memberships link in the header
If applicable, choose who the membership is for (client, family member, or pet)
- If the client has a family member or pet on their account, the "Please Select A {Family Member} or {Pet}" option will be displayed, along with a drop-down list from which the client can choose the family member or pet
- If the client does not have a family member or pet listed on their account, they will be prompted to add one
Click Buy again to add the membership to the cart
On the checkout page:
- Membership details (name, recipient, billing frequency, start/end date, and price) will display
- The intake form and membership agreement will appear to the left of the payment section
Enter payment details and click 'Complete Purchase' to complete the intake form and sign the agreement
Enter the card details and then select the “Complete Purchase” button