Import Pre-Completed Waivers
Goal: When you migrate volunteers from another system, carry over the waivers they already signed there so they aren't asked to sign again on day one.
When to use this
Use the Waivers sheet on the unified migration template only for volunteers whose waivers were already collected somewhere else — your prior volunteer-management platform, a Google Form, paper files you've digitised. You're telling Omnivo: "this person has already satisfied this requirement, here's the date." From that point on the volunteer's profile shows the waiver as complete and the requirement gate clears, exactly as if they had e-signed it inside Omnivo.
This is not the right path for waivers volunteers will sign in Omnivo for the first time — those flow through the normal e-signature path. It's also not for paper waivers a single volunteer hands you at intake; for that, open the volunteer's profile and use Mark Complete on the matching requirement (see Review and Approve Waivers).
Prerequisite: set up the waiver in Omnivo first
Before uploading a migration file with a Waivers sheet, the affiliate's waiver templates must already exist in Admin → Waivers. The import matches each row's Waiver Name column (case-insensitive) against your active templates. If a name on the sheet doesn't match anything you've set up, the entire import is rejected before any data lands — you'll see a message naming exactly which waiver templates are missing. Either create them in Admin → Waivers or fix the spreadsheet, then re-upload.
This is intentional. We'd rather you set up the waiver once, deliberately, than have the import quietly skip rows that should have been imported.
Filling out the Waivers sheet
The sheet has six columns:
| Column | Required | What goes here |
|---|---|---|
| Volunteer Email | Yes | Must match a row on the Contacts sheet (or an existing person already in Omnivo). |
| Waiver Name | Yes | The exact name of the waiver template as it appears in Admin → Waivers. Case doesn't matter. |
| Completion Date | Yes | The date the volunteer signed in the source system. |
| Expiry Date | No | Override the expiry. If left blank, Omnivo computes the expiry from the template's validity period. |
| Source System | No | Recorded on the completion's notes for audit (e.g., "VolunteerHub"). |
| External Reference | No | Source-system record ID, also recorded on notes. |
You can have multiple rows per volunteer if they signed multiple waivers in the source system.
What the import does
Each successful Waivers row creates a completion record with:
- Verified by = the staff member who ran the import (you).
- Verification method = "imported" — distinguishable in reports and on the volunteer's record from e-signed and admin-recorded paper waivers.
- Completion date from the row.
- Expiry date from the row, or computed from the template's validity period if left blank.
No fake e-signature event is created. The completion record is the source of truth that the volunteer satisfies the requirement.
Re-running the same import
If you re-upload the same file (or upload an updated file that includes some of the same waiver rows), Omnivo handles it cleanly:
- Rows you've already imported (same volunteer, same waiver, same completion date) are skipped without creating duplicates.
- Volunteers who already have a valid, unexpired completion for that waiver — whether from a previous import, an in-app e-signature, or a paper-waiver entry — are left alone. Their existing record stands.
The job results show those skip counts separately from "failed" so you can confirm nothing was lost.
What the volunteer sees
Once their import completes, the volunteer's My Waivers page shows the requirement as satisfied, dated to when they originally signed in the source system. Anything you'd normally gate behind the waiver — registering for an event, signing up for a shift — opens up immediately, without prompting them to re-sign.
If the imported waiver later expires (because the template has a validity period and the imported completion date is far enough in the past), Omnivo will prompt them to re-sign at that point, just like any other expiring waiver.