Waiver System Overview
Understand how waiver documents, versions, signatures, guardians, and check-in gating work in Topo.
When to use this
Use this article when you are setting up waivers for the first time, explaining waiver behavior to front desk staff, or troubleshooting why a member cannot check in because of waiver status.
Core concepts
A waiver is the named policy your gym manages, such as General Liability Waiver or Youth Climbing Release.
A waiver version is the exact text members sign. Once a version is published and used, treat that text as locked legal history.
A waiver signature is the member or guardian's signed record for one waiver version. It stores who signed, who the signature covers, when it was accepted, and audit details.
The signup waiver is the waiver shown during member signup when a location requires a waiver step. Additional waivers can be sent later from member profiles or to segments.
Active required waivers that apply to a member and location can block check-in if the signature is missing, expired, invalidated, or pending staff review.
Where waivers appear
Staff > Admin > Waivers is where owners and managers create waivers, publish versions, send links, and review signatures.
Member profiles show waiver status, pending sign links, signed PDFs when available, expiration dates, and guardian signing information.
The public member signup flow can include a waiver step when the selected location requires it and at least one required signup waiver is active.
Check-in surfaces show waiver blockers when a member needs to sign, re-sign, or wait for staff review.
Important behavior
Changing waiver settings is different from changing waiver text. Settings such as active state, expiration, location availability, staff review, and orientation video can be edited on the waiver. Legal text changes should be published as a new version.
Publishing a new version does not automatically erase old signatures. You choose whether nobody, the current version's signers, or all prior signers must re-sign.
Invalidating signatures does not delete history. It marks signatures as no longer current and can queue re-sign emails.
Minors do not sign for themselves in the staff-send flow. Topo sends the link to a recorded guardian with an email address, and the guardian signs on the minor's behalf.
For multi-location gyms, waiver applicability can depend on the selected location. Front desk staff should check the same location the member is trying to enter.
Common issues and fixes
Member cannot check in: open the member profile and review the waiver card. Send a sign or re-sign link for each blocking waiver.
A waiver exists but members do not see it during signup: make sure the waiver is active and the signup flow location requires the waiver step.
A minor cannot receive a waiver link: add a guardian relationship and make sure the guardian has a deliverable email address.
Staff cannot find the Waivers page: their role needs waiver permissions, and the menu item is permission-based.
Related articles
Create and Publish a Waiver
Update a Waiver After Members Have Signed
Waivers for Minors and Guardians
A Member Cannot Check In