Waiver Registration Page
Use this page to let new gym or club members register and sign your waiver themselves — from a link, on your website, or on a front-desk tablet.
Quick steps
- Go to Settings > Edit Settings, open the Notifications tab and find Membership Waiver. (Memberships must be switched on for your store.)
- Paste your full waiver into Waiver wording, optionally set the Waiver title, and click Update Settings.
- Optional: click Health questions in that section, then Start with the usual health questions and edit them to suit.
- Share the Waiver page address shown in the section (your storefront address followed by
/waiver), or copy the snippet under Put it on your website:. - For a tablet on the counter, open the Membership Dashboard, then More Actions > Front-Desk Waiver. It resets itself after each person.
Common questions
The page says This waiver is not available. Your waiver wording isn't saved yet. If there's no Membership Waiver section at all, memberships aren't on — contact support.
Where do signed waivers go? Onto the person's customer profile (created or found automatically), and into the waiver list.
What about members under 18? When the date of birth is under 18, a parent or guardian signs for them on the same page.
Can it take a card on file? Yes — choose an option under Card on file. The card is saved, not charged, and needs Helcim recurring billing switched on.
I changed my wording. Do members need to sign again? Their old signature still stands. Anyone who signed older wording is flagged in amber on their profile, so you can ask them to sign again.
More detail: the three ways to use it, and what it needs first
The waiver registration page is a public page where someone joining your gym or club fills in their details, answers your health questions, reads your waiver and signs it — all in one go. When they submit it, Brother POS creates (or finds) their customer profile and files the signed waiver against it.
It was built to replace the drawer of paper waivers at the front desk. You can use it three ways, and they all lead to the same page:
| Way | Use it for |
|---|---|
| A link you share | Your storefront address followed by /waiver. Put it in an email, a text, or a QR code on the wall. |
| Embedded on your own website | A one-line snippet drops the whole form into a page on your site. |
| Front-desk mode | The same page in tablet mode: after each signature it clears itself, ready for the next person. |
For waivers you send to one named person — a guest before a stay, for example — see Liability Waivers instead. Both kinds land in the same waiver list.
Before It Will Work
The page stays switched off until two things are true:
- Memberships are switched on for your store. This is part of your plan, so it is turned on for you rather than being something you tick yourself.
- You have saved your waiver wording. There is no standard wording to fall back on — your release is your own. The setting hint says it plainly: "The waiver page stays off until this has wording in it."
Until then, anyone opening the address just sees "This waiver is not available."
The waiver page works whether or not you run a Brother POS storefront. A gym whose website is somewhere else can still embed the form or use the front-desk tablet.
More detail: setting up the wording and health questions
Setting Up the Wording
Go to Settings → Edit Settings → Notifications tab and find Membership Waiver. The section explains itself: "What new members read and sign on your waiver page, and at the front desk. Paste your whole waiver here: the release, media release and declaration. If you change it later, the customer profile shows who signed the older wording."
| Setting | What it does |
|---|---|
| Waiver title | The heading on the page and on the signed copy. Left blank it reads Waiver & Release of Liability. |
| Waiver wording | The full text people read and agree to. Paste your whole waiver in — release, media release, declaration and all. |
| Card on file | Whether the page asks for a card after the signature. See Keeping a Card on File below. |
Click Update Settings to save.
Once there is wording saved, the same section shows you the two addresses you need:
- Waiver page: your storefront address followed by
/waiver - Put it on your website: the embed snippet, ready to copy
Signed waivers keep the exact wording that was on screen when they were signed. After a change, anyone who signed the older text is flagged on their profile as "Signed [date], older wording" in amber, so you can see at a glance who to ask to sign again. See Embedding for how embedded pages behave generally.
Your Health Questions
The Membership Waiver settings section links to Health questions, with the note that they "are asked on the same page, before the signature."
That link opens the Signup Form page on the Waiver health questions tab. If you have not set any up, the page offers a button: Start with the usual health questions. That loads seven standard questions covering medication, allergies, past injuries, doctor's advice against exercise, serious illness, disabilities relevant to exercising around other people, and anything else that might affect them or the people they train with.
You can reorder them, edit the wording, add your own or hide ones you do not want. The standard ones use the answer type Yes / No (explain if yes): answering yes makes the person type a short explanation before they can submit. Questions you add yourself can use that type or any other answer type.
Answers to waiver health questions are stored on the signed waiver itself, encrypted, and are not copied onto the customer's general profile. On the waiver they are labelled "Confidential: visible to managers and admins only." The form promises the person their answers are not passed on, so treat them accordingly.
More detail: what the person fills in, and what happens after
What the Person Fills In
The page opens with your waiver title, your store name, and the line "Register and sign in about five minutes. Everyone who trains must sign; a parent or guardian signs for anyone under 18."
It is then a numbered set of cards:
1. About the person training — First name, Last name, Date of birth, Phone and Email are all required. Address is optional.
2. Emergency contact — Name and Phone, both required.
3. Confidential health questions — only shown when you have set some up. The note reads "Answer every question. If you answer yes, add a short explanation. Your answers are kept with your signed waiver and are not shared."
Read the waiver — your full wording in a scrollable box.
Agree and sign — a tick box reading "I have read the waiver above, understand its contents, and sign it voluntarily. The health answers I gave are true and complete.", then a signature box they sign with a finger or mouse, with a Clear signature button. They finish with Sign and submit.
Under the signature box is the legal note: "By submitting, you agree that this electronic signature has the same effect as a handwritten one. We record the date, time and device it was signed from, and a copy is emailed to the address above."
Nothing submits without a signature — the page says "Please draw a signature in the box." and scrolls back to it. Other mistakes come back as a list headed "Please fix the following:".
Anyone under 18
As soon as a date of birth under 18 is entered, a Parent or guardian card appears, explaining "The person training is under 18, so a parent or guardian reads the waiver and signs below on their behalf." It asks for the guardian's full name (required) and their relationship, and the signature label changes from Your signature to Parent or guardian signature.
The signed waiver then records both people: the young person as the one training, and the adult who signed for them.
After They Sign
They land on a thank-you page: "Thanks, [first name]!" followed by "Your waiver has been signed and saved with [your store]." — or, where a guardian signed, "The waiver has been signed by [guardian] and saved with [your store]." It confirms "A copy has been emailed to you for your records." (that line is left off in front-desk mode, though the email still goes out), and the email carries the signed PDF.
On your side, in the same moment:
- Their customer profile is created, or their existing one is found.
- The signed waiver is filed against that profile, with the signature, the date and time, and the health answers.
- Their profile's Waiver row turns green: "Signed [date]", with a View link to the full signed waiver.
How people are matched to existing profiles
Someone is matched to an existing profile only when both their email address and their name match one already on file. That is deliberate: families share an email address, so a parent signing for each of two children gets a separate profile for each child rather than everything piling onto one record.
When an existing profile is found, blanks are filled in — phone, date of birth, address — but anything your staff have already typed on that profile is never overwritten by the form.
If the same person submits twice within a couple of minutes — a double-tap, or a page that looked stuck — they get the waiver they already signed rather than a second one.
More detail: front-desk mode and putting it on your website
Front-Desk Mode
Front-desk mode is the same page set up for a tablet on the counter. Open it from the Membership Dashboard: More Actions (⋮) → Front-Desk Waiver, which opens it in a new tab — or from a customer's profile: where their Waiver row says Not signed, there is a Sign at front desk link.
The difference is what happens afterwards. The thank-you page says "This page will reset for the next person in a few seconds.", clears itself after about twelve seconds, and there is a Start the next waiver button for staff in a hurry. Nobody is left looking at the previous person's details.
Putting It on Your Own Website
In the Membership Waiver settings section, copy the snippet next to Put it on your website: and paste it into the page where you want the form:
<script src="https://YOUR-STORE-ADDRESS/waiver/embed.js" async></script>
Use the exact address shown in your settings. The form appears where the snippet sits and resizes itself as people work through it. To place it somewhere specific on the page, put an empty element marked data-bpos-waiver where you want it and the form fills that instead.
Signing works identically embedded: the same fields, the same signature box, the same profile created in Brother POS.
More detail: keeping a card on file
Keeping a Card on File
Gyms often want to take someone's card when they register, and charge nothing until that person comes in and picks a plan. The Card on file setting does exactly that.
In Settings → Edit Settings → Notifications → Membership Waiver, the Card on file dropdown has three choices:
| Choice | What happens after the signature |
|---|---|
| Don't ask for a card | Nothing. They go straight to the thank-you page. |
| Ask for a card after signing (they can skip) | The card page appears with a Skip for now link. |
| Ask for a card after signing (no skip) | The card page appears without the Skip for now link. |
The hint under the dropdown sums it up: "The card is saved, not charged. When the person picks a plan, enrol them on the Members page and the membership bills the card already on file."
The waiver is already signed and saved before the card page appears. Choosing no skip removes the Skip for now link, but somebody can still close the tab or walk away, and you are left with a perfectly valid signed waiver and no card. Treat it as a strong nudge, not a barrier. If a card is genuinely non-negotiable for you, take it at the counter.
Nothing is charged at registration
The card page is headed Save a card on file, greets them with "Thanks, [name] — your waiver is signed. One last step.", and states in a highlighted box:
You will not be charged today. [Your store] keeps your card on file and only charges it once you choose a membership with them.
That is literally what happens. The card is checked and stored with your payment provider as a zero-dollar verification — no money moves, and no membership is created. A charge only ever happens later, when your staff enrol that person in a recurring plan; from then on the membership bills the card already on file. Enrolling someone in a plan is covered in Members.
When it works, the thank-you page confirms: "Your card is saved with [your store]. It won't be charged until you choose a membership." On their customer profile a Card on file row appears reading "Saved [date] at registration", with an Enrol in a plan link next to it while they have no active membership.
The rules the card step follows
- It needs Helcim recurring billing switched on. Without it the card step never appears at all — people go straight to the thank-you page as though the setting were off. The settings page warns you in amber: "Turn on Helcim recurring billing first, or this setting has no effect." See Auto-Billing.
- It is skipped for anyone you already bill. Somebody with a live membership billed through Helcim is never asked for a card here, so a public form can never quietly change the card an existing membership charges.
- The offer lasts about an hour. After signing, the link to add a card works for roughly one hour and then closes. Someone who skipped can still come back and use the Save a card on file button on their thank-you page within that window; after that, take the card at the front desk.
- The card number never sits in Brother POS. The card itself is held by your payment provider. All their profile records is that a card is on file, and which one to bill.
When the card cannot be saved
Card details are the one part of this that can fail — the payment provider might be unreachable, or the card might land on a record that already belongs to someone else (a family sharing one payment record, for instance). In every one of those cases:
- The waiver is still signed, saved and valid. Nothing about the signature depends on the card.
- The person is told honestly. The thank-you page says: "We couldn't save your card, but your waiver is signed. You can give your card details at the front desk."
- No card is reported as saved unless it really is. The Card on file row only appears on a profile once the card is genuinely attached to that person and can actually be billed. You will never be shown a card on file that nothing can charge.
If the card form itself misbehaves, the page says so and offers Open the card form again: "That card could not be saved. Please try again." if the card was declined, or "The card form was closed." if they closed it.
When the waiver form sits on your own website, the card form will not open until the web address of that page is listed in your Helcim account — under Integrations → API Access, the checkout configuration keeps a list of the web addresses your payment form is allowed to appear on. Add the address of the page holding the form.
The symptom when it is missing is unmistakable and misleading: the card window opens and reports that the session could not be started, as though something were wrong with Brother POS. It is not — the address simply is not on the list. The signature part of the page works perfectly either way.
More detail: troubleshooting and good habits
Troubleshooting
The waiver address shows "This waiver is not available." Your waiver wording has not been saved yet. Go to Settings → Edit Settings → Notifications → Membership Waiver, paste your wording into Waiver wording and click Update Settings. If the Membership Waiver section is not there at all, memberships are not switched on for your store — contact support.
Nobody is being asked for a card. Check three things in order: Card on file is not set to Don't ask for a card; Helcim recurring billing is switched on (the settings page shows an amber warning if it is not); and the person is not someone you already bill through Helcim, who is deliberately never asked.
Someone signed but I cannot find their profile. Search by the email address they typed. Remember that matching uses email and name together — a member who signed as "Mike" when their profile says "Michael" gets a second profile. Merge or tidy those on the customer page.
A member shows "Signed [date], older wording" in amber. You have changed your waiver wording since they signed. Their old signature still stands for the text they actually agreed to. If you need them on the current wording, ask them to sign again at the front desk.
Someone skipped the card and now wants to add it. If it is within about an hour of signing, their thank-you page still has a Save a card on file button. Otherwise take the card at the counter in the usual way.
The card form does not open on our own website. See the note above about listing your page's web address in your Helcim account. That is the usual cause, and nothing in Brother POS needs changing.
Best Practices
- Send the link before their first session. Signing at home beats a queue at the desk, and their profile is ready before they walk in.
- Keep a tablet on the counter in front-desk mode. It resets itself between people, so it is safe to leave unattended.
- Load the standard health questions and then edit them, rather than starting from nothing — they cover the ground most gyms need.
- Use "they can skip" rather than "no skip" unless you have a reason not to. Neither one can actually force a card, and the skip link stops somebody abandoning registration entirely at the last step.
- Have your lawyer write the wording. Brother POS records the signature, the time and the device faithfully; what your release covers is between you and your lawyer.
- Re-issue after a wording change. Watch for the amber "older wording" flags and catch those members at their next visit.
What's Next?
- Liability Waivers — the waiver list, sending a waiver to one named person, and the signed PDF
- Customer Management — the profiles this page creates
- Members — enrolling someone in a plan, which is when a saved card is first charged
- Auto-Billing — the recurring billing the card on file is saved for
- Embedding — how embedded pages behave on your own website