Welcome to another session of our Studio Pro Learning Lab series! 💡

In this session, we're exploring Signed, Sealed & Secured: Your Guide to Waivers.

You'll learn to:

✔️ Set your studio up for success: Learn how to customize and collect signed waivers that protect your business.

✔️ Stay compliant and confident: Understand key waivers around consent and permission.

✔️ Get smart with reports: See who’s signed what and run quick reports to keep everything organized!

Studio Pro Waivers: Setup, Management, and Best Practices

This Q&A covers how to set up, manage, and organize waivers and policies in Studio Pro. It includes guidance on collecting signatures, tracking completion, handling paper waivers, and communicating with parents about unsigned waivers.

Getting Started with Waivers

Q: Where do I add waivers in Studio Pro?
A: Go to More → Settings → Waivers and Policies. This is the recommended place to add and manage waivers. Avoid using the general waiver section under “More Settings” as it cannot be organized by season.

Q: What types of waivers should I create?
A: Common waivers include liability waivers, privacy policies, refund policies, and withdrawal policies. These protect your business and clarify expectations for parents.

Q: Should I create new waivers each year or season?
A: Yes. Create new waivers annually to ensure they remain relevant and are easily trackable. This allows you to maintain accurate records for each season.

Q: Can Studio Pro provide waiver wording?
A: No. Studio Pro cannot provide specific legal language. We recommend that you consult a legal professional to make sure your waivers meet local and business requirements.

Adding and Managing Waivers

Q: How do I create a new waiver?
A: Click Add New Waiver, name it (for example, “Withdrawal Policy”), then add your text. Choose whether it should appear during new account creation, class registration, or both. Finally, click Save.

Q: What is a privacy policy waiver used for?
A: A privacy policy explains how your business collects, stores, and shares customer data. This waiver appears on the Parent Portal homepage before parents log in.

Q: Can I make parents sign waivers when I register them from the admin side?
A: No. Parents must sign waivers themselves through their Parent Portal for compliance and accountability. Admins cannot sign waivers on behalf of parents.

Q: How do I update waivers for a new season?
A: Mark the old waiver as inactive rather than deleting it, so you retain past records. Then, create new waivers for the new season by copying and pasting text from the previous version.

Q: How can I enable parent signatures for waivers?
A: Go to Settings under Waivers and check the “Collect Signature” option. This allows parents to sign their name during registration digitally.

Parent Signatures and Portal Access

Q: How do parents sign waivers?
A: Parents log into their Parent Portal, select a class, and proceed with registration. During the process, they check the waiver boxes and sign electronically at the end, if this setting is turned on in the system.

Q: What does the signed waiver look like to the admin?
A: Once a parent signs, their digital signature and date appear under their account in the Waivers section. You can view this from the admin portal.

Q: What if parents haven’t signed their waivers?
A: Run a report under More → Reports → Parent Waivers to see who has or has not signed. You can then email reminders directly from the report view.

Q: How can I remind parents to sign their waivers when they log in?
A: Create a Studio Announcement or Parent Pop-Up with a reminder message. This appears as a notification when they log into their Parent Portal.

Specialized and Paper Waivers

Q: Can I make certain waivers apply only to specific teams or classes?
A: Not yet. Waivers cannot be tied to specific classes or seasons. For now, leave “Require for Registration” unchecked and communicate directly with those parents to complete the waiver manually.

Q: How can I track waiver completion for specific teams?
A: Run a Parent Waivers Report and filter by “Signed.” Compare that list to your team roster to identify which parents still need to sign.

Q: How do I add a targeted reminder for specific groups or classes?
A: Use Class Actions → Add Note to Selected Classes and choose “Parent Pop-Up.” This allows you to send reminders only to specific groups or programs, rather than to all parents.

Q: How do I upload paper waivers?
A: Go to the parent’s account, open the Waivers tab, and click Add Waiver. Upload a scanned copy or photo (PDF, image, or document) and adjust the date and time signed before saving.

Marketing and Communication Settings

Q: What does the marketing opt-in option do?
A: Some regions require parents to consent to marketing communications. You can enable this by turning on the “Opt-in to Marketing Emails” option in waiver settings. When enabled, you can send emails only to those who have opted in.

Q: How do I separate marketing emails from general communications?
A: In the Robo Mailer, mark your message as a marketing email. This ensures it only goes to users who have opted in. If it’s not marketing content, leave that box unchecked so it goes to all recipients.

Q: Can I run a report to see who has opted into marketing emails?
A: Yes. Marketing consent can be viewed in the waiver reports section. Once a parent opts in, their status will appear there.

Reporting and Communication

Q: How do I see who has signed a waiver?
A: Go to More → Reports → Parents → Parent Waivers. Filter by waiver name or status (Signed or Not Signed) and click “Run Report”.

Q: How can I email parents who have not signed the registration waiver?
A: On your Parent page, click More → Check Parents That Have Not Agreed to Registration Waiver. Then select Parent Actions →  Send Email to Selected Parents.

Additional Support

Q: Can I store waivers directly in Studio Pro instead of on my computer?
A: Yes. Once you upload a waiver under a parent’s account, it is stored securely in Studio Pro and can be accessed later for reference or reporting.

Q: Who can I contact if I need help with waivers?
A: Contact the Studio Pro Support Team for assistance at support@gostudiopro.com. They can help you with setup, reporting, and troubleshooting.