Waivers

Beta

Collect signed liability releases and agreements from prospects before their conversations begin.

Overview

Waivers let you require prospects to sign a liability release or agreement before chatting with an advocate. This is useful for communities that coordinate in-person activities — like test rides, demos, or tours — where a signed release is needed before participation.

Each waiver template includes customizable content, optional fields for collecting additional information (like emergency contacts or driver’s license numbers), and merge variables for personalization. Signed waivers are stored as immutable legal records with audit trail details including IP address, timestamp, and the exact agreement the prospect saw.

Creating a Waiver Template

  1. Go to Settings > Waivers
  2. Click Add Waiver Template
  3. Fill in the fields:
    • Title — A descriptive name (e.g., “Liability Waiver”, “Activity Release Form”)
    • Description — Optional introductory text shown to the prospect before they fill in the form
    • Agreement — The full waiver text. Supports merge variables for personalization.
  4. Add any custom fields you need (see below)
  5. Click Create

New templates start in Draft status. You’ll need to publish them before prospects can sign.

Custom Fields

Waiver templates can include custom fields to collect additional information from the prospect before signing. Each field becomes part of the signed record.

To add a field, click Add Field on the template edit page and configure:

  • Label — The field name shown to the prospect (e.g., “Driver’s License Number”)
  • Field Type — Choose from:
    • Short Text — Single-line text input
    • Long Text — Multi-line textarea
    • Select — Dropdown with predefined options
  • Required — Whether the prospect must fill in this field before signing
  • Helper Text — Optional guidance shown below the field
  • Placeholder Text — Optional hint shown inside the field

Field values are automatically available as merge variables in the agreement text using the pattern {{ waiver_field_<identifier> }}. For example, a field labeled “Emergency Contact Phone” with identifier emergency_contact_phone would use {{ waiver_field_emergency_contact_phone }}.

Merge Variables

Use double curly braces to insert dynamic content into the waiver agreement. These are replaced with real values when the prospect reviews the agreement before signing.

Variable Description
{{ prospect_first_name }} Prospect’s first name
{{ prospect_public_name }} Prospect’s public display name
{{ advocate_first_name }} Advocate’s first name
{{ advocate_profile_display_name }} Advocate’s display name
{{ community_name }} Community name
{{ community_brand_name }} Community brand name
{{ waiver_field_<identifier> }} Value of a custom field

Wrap merge variable examples in your agreement text with Liquid raw tags if you’re referencing them literally. In normal use, just type the variable and it will be resolved automatically.

Publishing & Versioning

Waiver templates follow a Draft → Active lifecycle:

  1. Draft — New or edited templates start here. Drafts are not visible to prospects.
  2. Active — Published templates are sent to prospects for signing.
  3. Archived — Replaced templates are archived when a new version is published.

To publish a draft, click Publish on the template page. If there’s already an active version, it will be archived automatically and the new version takes its place.

Signed waivers are tied to the exact template version the prospect saw. Editing and republishing a waiver creates a new version — existing signatures remain attached to the version that was signed.

Admin Preview

Before publishing, you can preview how the waiver will look to prospects. Click Preview on the template page to walk through the signing experience with sample data.

Sharing the Waiver Publicly

Every active waiver has a public, read-only URL. Use it when someone needs to read the terms before there’s anything to sign — linking to it from your handbook, an email, or your website keeps the legal language in one place instead of duplicated where it can drift out of date.

Find it on the template page under Settings → Waiver Templates, listed as Public URL with a View public page button beside Preview. It looks like:

https://yourcommunity.stokedhq.com/waivers/test_ride_waiver

The URL is built from the waiver’s identifier and never changes, so a link you’ve shared keeps working. It always shows the waiver as it reads today — edit the waiver and the page follows.

This is not a signing link. It’s a blank reference copy: every merge variable that needs a signer shows as a blank line, and the page says so. Prospects still sign through their own personal link. Your community’s name is filled in, and if your waiver has custom fields, the page lists the questions that will be asked.

A few things to know:

  • Draft and archived waivers have no public page. Links to them redirect to a list of your active waivers.
  • The page is excluded from search engines. It works for anyone who has the link, but it won’t be indexed.
  • /waiver is a shortcut. It sends visitors to your active waiver, so you can share the shorter link.

The Prospect Signing Experience

When a prospect starts a conversation with a community that requires waivers, they receive a signing link. The signing process has two steps:

Step 1: Provide Information

The prospect fills in:

  • Legal Name (required) — used as their typed signature
  • Email Address (optional)
  • Any custom fields defined on the template

Step 2: Review & Sign

The prospect sees the fully rendered waiver agreement with all merge variables and field values filled in. They must:

  1. Review the complete agreement
  2. Check the certification box confirming they’ve read and agree to the terms
  3. Confirm their typed signature
  4. Click Sign Agreement

Once signed, the waiver is locked as an immutable legal record. A confirmation message is automatically posted to the conversation.

Automatic Conversation Activation

When a community has active waivers, pending conversations wait for all required waivers to be signed before activating. The signing link is included in the conversation flow, so prospects receive it automatically.

Once all required waivers are signed, the conversation activates and both parties are notified.

What About the Advocate?

Waivers are signed by the prospect only. There is no advocate signature step, and a single waiver can’t collect two signatures.

If your activities carry physical risk — test rides, demos, tours — you likely want the advocate on the hook for the same terms. The recommended approach is to put an acknowledgment in your Advocate Handbook (Settings > Library > Handbook) rather than in the waiver itself. Advocates agree by continuing to participate.

Suggested language, placed right after your existing waiver paragraph:

Advocate acknowledgment. By continuing to participate as a [PROGRAM NAME] and facilitating an in-person meetup or test ride, you acknowledge the requirements in this handbook and agree to follow the terms and safety procedures associated with [BRAND] test rides. If you have any questions or concerns about these terms, please contact [BRAND] at [CONTACT EMAIL] before facilitating your next test ride or in-person meetup.

And a matching handbook FAQ entry:

What about waivers for in-person meetups?

Before any in-person meetup, including test rides, show-and-tells, or other face-to-face meetings, the prospect must sign a waiver through the platform. This is required before the meetup can take place.

By continuing to participate as a [PROGRAM NAME] and facilitating an in-person meetup or test ride, you also acknowledge and agree to follow the test ride requirements and safety procedures outlined in this handbook.

After updating the handbook, notify your active advocates and link them to the revised version. A message like:

Hi [ADVOCATE NAME],

We’ve updated the [BRAND] Advocate Handbook to clarify the terms and responsibilities associated with facilitating or participating in test rides.

Please review the updated handbook here: [HANDBOOK URL]

By continuing to participate as a [BRAND] advocate and facilitate or participate in test rides, you acknowledge and agree to follow the updated terms. If you have any questions or concerns about the updated terms, please contact us at [CONTACT EMAIL] by [DATE] before facilitating your next test ride.

Thank you for being part of the [BRAND] advocate community.

You can export advocate email addresses from Advocates to send this notice. Check for advocates without an email address on file — they’ll need to be contacted another way.

Handbook acknowledgment is not as legally strong as a countersigned waiver. If your counsel requires a recorded advocate signature, let us know — we’re tracking demand for a first-class advocate acknowledgment record.

Limits

The number of waiver templates available depends on your community’s plan:

Plan Waiver Templates
Basic Not available
Pro 1
Enterprise 5

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