🔴 Reviewer note:
Content updates made:
Added a tip in the Overview connecting this notification to the new Before, After, and Customize timing options on Forms and Waivers, since this notification is the mechanism that reminds customers about outstanding "After" or "Customize" items
Screenshots and placeholder links to replace before publishing:
Reference to "Requiring Forms/Waivers Before or After Registration/Purchase" [PLACEHOLDER LINK, CXC-7750]
All screenshots and GIFs below are carried over from the live article, no changes expected since this feature is unchanged, but confirm they still match before publishing
📝 Overview
The Missing Forms & Waivers notification makes it easy for customers to stay on top of any outstanding requirements for their upcoming sessions. When someone has a future booking or an active membership and still needs to complete a form or sign a waiver, they'll be notified via email and directed to a quick, straightforward workflow to get everything taken care of. This helps ensure they're fully prepared and ready to participate in their session.
This guide explains how the notification works, how to set how often it sends, how to send it manually while registering a customer, and how customers complete their outstanding items from the customer site.
💡 New to forms and waivers? See the difference between forms, waivers and policies here.
💡 Forms and Waivers can now be set to Before, After, or Customized timing. This notification, the customer site banner, and the manual send button below are exactly the mechanism that reminds customers about anything still outstanding under the new After or Customize settings. See Requiring Forms/Waivers Before or After Registration/Purchase [PLACEHOLDER LINK] for details on Timing.
📥 Setting up your notification
A customer meets the criteria for this notification when they have an upcoming event registration or an active membership that requires a form to be completed, or waiver to be signed, and that form or waiver is still outstanding.
TeamUp provides you with a template email which you can use, so it can send without any setup on your part. If you want to send an email automatically, ensure the frequency setting is set to "Send Once" or "Send Recurring." More details can be found in the Frequency section of this article below.
To review or adjust it, head to the Notifications section ➜ Forms and Documents, then click on Detail to the right of the Forms and Documents: Missing Forms and Waivers notification.
🚫 Turning off the notification
If you'd rather not use this notification at all, you can disable it completely from the same Details view.
Toggling this off does two things: it stops the automatic email from sending, and it removes the one click Send Missing Forms/Waivers Email button from the event and attendee views.
💡 Even with the notification disabled, event and attendee pages will still show when a customer has outstanding forms or waivers, you just won't be able to send the reminder email from there.
Click the arrow to learn more about configuring the notification
Click the arrow to learn more about configuring the notification
Selecting Details opens a preview of the notification, including its frequency setup and email placeholders. Selecting Edit takes you through each step.
🔊 Frequency
The first step sets how often the notification sends.
🚫 Do not send automatically
The default frequency selection is "Do not send automatically." With this option selected, the automated email won't go out, but the Send Missing Forms/Waivers Email button will still be available on the event details page and attendee list, so you can send it manually whenever you'd like.
1️⃣ Send one time
Another option is to send the notification once, as soon as a customer meets the criteria. If you keep this option, each customer receives it a single time.
🔢 Send recurring
You can choose to send the notification on a repeating schedule instead. The first email sends as soon as the customer meets the criteria, then repeats on the interval you set until the customer no longer has outstanding forms or waivers.
📧 Email content
The next step is the email itself, which comes with a ready made template. You can edit the copy if you wish.
Enter your Email Subject. You can click the + Add Placeholder option to the left of the subject field to select a placeholder to add.
Add the email content, using placeholders where needed, to let the customer know they have forms and waivers that still need to be completed or signed.
Keep the completion link placeholder in the email when making changes. This placeholder generates the link customers use to access and complete their outstanding forms and waivers. The notification cannot be saved or previewed without it.
You can also enhance the email you're drafting using the Enhance with AI feature.
👀 Preview Notification
Before publishing, you can preview the email to see how it will appear to customers, along with the configured sending frequency. You can also preview the email with sample values to see how placeholders will be populated, giving you a better idea of the email your customers will receive.
If you need to make any corrections, click Back, and make changes before you come back to the preview screen. Click Confirm, and the email notification is now ready.
📆 Sending the notification manually
You can also send the missing forms and waivers notification by hand while registering a customer from within the event you register them to.
Once you click the Send Missing Forms/Waivers Email button under the customer's name, the email you created above will be sent to them immediately.
💡 For more on registering customers from the calendar, see the guide here.
🧑💻 Customer View
When a customer, or any of their family members, has outstanding forms or waivers, a banner appears across the customer site to guide them to complete their items.
The banner shows on the customer site whenever the customer has an upcoming registration or an active membership with an outstanding required form or waiver.
When the customer chooses to complete their forms and waivers, they are taken into the workflow to finish their outstanding items.
❓ Frequently Asked Questions (FAQs)
Find answers to common questions or additional details that may not be covered in the main instructions.
Click the arrow to view frequently asked questions
Click the arrow to view frequently asked questions
Which customers receive the missing forms and waivers notification?
Click the arrow to see the answer
Click the arrow to see the answer
Customers receive it when they have an upcoming event registration or an active membership that requires a form or waiver, and that form or waiver is still outstanding.
How often is the notification sent?
Click the arrow to see the answer
Click the arrow to see the answer
By default, the notification is set to Do not send automatically, meaning the automated email won't go out unless you choose otherwise, though you can still send it manually from the event or attendee page at any time. You can change this to send once automatically, or on a repeating schedule that continues until the customer no longer has outstanding forms or waivers.
Do customers need to set anything up to see the banner?
Click the arrow to see the answer
Click the arrow to see the answer
No. The banner appears on the customer site when the customer meets the criteria, and takes them to the workflow to complete their outstanding items.
What's the difference between disabling the notification and choosing "Do not send automatically"?
Click the arrow to see the answer
Click the arrow to see the answer
Disabling the notification turns it off entirely: no automatic email, and no manual send button on the event or attendee page either. Do not send automatically is less restrictive: it stops the automated email from going out, but keeps the manual Send Missing Forms/Waivers Email button available so you can still send it whenever you choose.