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Create Waiver Templates

Goal: Have your liability waivers, photo releases, and conduct agreements ready as reusable templates so volunteers can sign them electronically before participating.

Waivers and requirements​

Waivers are a type of requirement. When you create a waiver template here, Ayuna automatically creates a paired waiver-type entry on the Volunteer Requirements page. That gives you one unified picture of what each volunteer needs to do — paper-signed waivers, e-signed waivers, training completions, and certifications all live in the same list.

You manage the e-sign template (PDF, fields, applicability, validity) here. You manage what the volunteer sees, and review their completions, under Volunteer Requirements and the volunteer's profile.

Most affiliates have at minimum a liability waiver as a waiver template, then optionally other documents such as a code of conduct.

Build the template​

Each template is a versioned document with text content, fields the volunteer signs, and a generated PDF. Have your legal counsel review the body before publishing.

When you save a template, Ayuna generates the PDF that volunteers will see. You can preview the PDF before publishing.

Applicability — global vs event-specific​

Each template has an applicability setting:

  • All volunteers — every volunteer at the affiliate must sign before they can register for any event. Use this for your standard liability waiver and any other affiliate-wide agreement.
  • Event-specific — the waiver only applies when explicitly attached to an event. Use this for one-off events with their own legal language (e.g., a sponsored build with a sponsor-mandated waiver).

The applicability surfaces as a badge on the paired requirement under Volunteer Requirements so coordinators can see at a glance which waivers everyone needs.

Tie waivers to events​

A waiver template can be attached to an event so registrants are prompted to sign it during registration.

Versioning​

Editing a published template can affect new submissions. If your legal team makes a material change:

  • Save the change as a new template version rather than overwriting. Create a new Waiver template with the same name as the previous template to create a new version of that temlpate
  • Decide whether previously signed waivers need to be re-signed or whether the prior version still satisfies your needs

Approving submitted waivers​

Submitted signatures are reviewable by coordinators. Most affiliates auto-approve standard waivers; some review each one. See Review and Approve Waivers.