INTRODUCTION
Feature Summary: Signing Rules allow system users to control when and who is required to sign a waiver or membership agreement within the member portal. Without a signing rule in place, waivers and agreements will not appear for members to sign.
What Is a Signing Rule?
A signing rule is a configuration that triggers a waiver or membership agreement to be presented to a player based on specific conditions. System users create separate rules for waivers and/or for membership agreements, allowing for full control over how and when each document is shown.
Use Cases:
Require new members to sign a waiver upon first login.
Prompt existing members to re-sign an updated agreement.
Set different rules for specific membership types.
Ensure family members complete individual waivers.
For a visual example, jump here.
PREREQUISITES
Enable the Waivers and Agreements add-on.
SETUP REQUIREMENTS
Navigate to SETTINGS > RESERVATION SETTINGS > Waivers & Agreements.
Click the Signing Rules tab.
Click the Create Signing Rule button.
On the new page, fill in the fields (see below).
When finished, click Save changes.
Fill in the Fields
Rule Name - Enter an easy-to-recognize name for this signing rule.
Is Active - This box is checked by default. Uncheck the box to disable this rule. this means this rule is "active" in the system and can be selected by system users.
Apply this Rule for Admins Only - Check this box to present the waiver only on the Admin side. The player will not see the waiver in the Member Portal.
Click the Rule Type field and select an option: Membership Agreement or General Liability Waiver. Based your selection, the screen will display different fields.
Membership Agreement - CourtReserve displays this agreement whenever a player purchases a new membership. This option displays four standard fields (see below).
The membership agreement rule applies to current and future members. If the organization creates a membership agreement signing rule, CourtReserve prompts players with an existing membership to sign the membership agreement after they log in to the member portal.
General Liability Waiver - This option displays four standard fields plus two additional ones: Waiver Presented On and Required for All Family Members (see below).
Standard Fields
Apply to Following Memberships - Click the field and select an option. The default setting applies to all membership types.
Apply this Rule to Following Waiver(s) / Agreement(s) - Click the field and select one or more options on the drop-down menu. The drop-down lists the options that appear on the Waivers & Agreements tab.
Agreement Period - Set the rule signing period. The options are: one time, every calendar year (this means January 1 of each year or the first time a player logs in after January 1), every time there is a new version (all players must sign the most recent version of the waiver/agreement), and every X months.
Instructions - Use this optional field to give members/players additional information.
General Liability Waiver Fields
The Waiver Presented On setting determines when members are prompted to review and sign the club’s waiver. System users can choose whether the waiver appears during booking or registration, optionally at that time, or upon initial login to the member portal. This flexibility allows clubs to decide the most appropriate point in the member experience to collect waiver acknowledgments — ensuring compliance, reducing check-in delays, and keeping records up to date for both individuals and families.
Waiver Presented On - Select one option.
At the Time of Booking/Registration (Required) means the member must sign to complete a reservation on the member portal.
At the Time of Booking/Registration (Optional) means the member can sign when they make a member portal reservation or at a later date (e.g. when they check in).
Upon Login means that a member will be prompted to sign the waiver immediately after logging into the member portal, if they have not already signed it. This ensures all members have an active waiver on file before accessing the system.
How It Works for Adults
When an adult member logs into the member portal, they’ll be prompted to sign their waiver if it’s outstanding.
Once completed, the waiver will be saved to their account, and they can continue using the portal as usual.
How It Works for Families with Children
If an adult has children linked to their family account, any child waivers that need signing will appear under the My Family table in the member portal.
Waivers for children linked to a family will only be required if the setting Required for All Family Members is checked.
Parents or guardians can review and sign each child’s waiver directly from this section.
Important Notes
Children cannot sign their own waivers. If a child logs in and has an outstanding waiver, they can browse the member portal. However, when they attempt to register for an event or make a reservation that requires a waiver, a message will appear indicating that a parent or guardian must log in to complete the waiver on their behalf. See visual example below.
It’s recommended to communicate this to members so parents know to check the My Family section for any outstanding child waivers.
Required for All Family Members - By default, this setting is unchecked, meaning only one family member is required to sign the waiver.
To require each family member to sign individually, enable the Required for All Family Members setting. When this option is checked:
If Waiver Present On is set to Upon Login: A Sign Waiver button will automatically appear next to any newly added children or non-spouse family members within the My Family table.
If Waiver Present On is set to At the Time of Booking/Registration (Required): The opportunity to sign the waiver will be presented during the registration or reservation process for that specific family member.
USER PERSPECTIVE
This member is required to agree to the waiver “Upon Login.”
When the member clicks "View and Review", they will see your club’s waiver text (example shown below).
To proceed, the member must:
Check the acknowledgment box.
Digitally sign the waiver.
Click Save Signature to begin using the member portal.
Because this account is a Family Membership, all family members are required to have a signed waiver based on this club's settings to require all family members to sign. The adult member must sign waivers on behalf of their linked children by visiting the My Family page in the Member Portal.
If a child tries to register for an event or book a reservation before the parent or guardian signs their waiver, a warning message will appear, and the child will be prevented from proceeding.
VIDEO TRAINING
Watch this video and learn how to set up waivers and membership agreements.