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Review and Approve Waivers

Goal: Decide which submitted e-signed waivers are valid, reject any that aren't, and keep your library of approved signatures clean.

When review matters​

Most affiliates auto-approve standard waivers — the volunteer signed, the document is on file, that's enough. Manual review applies when:

  • Your legal team requires every waiver to be sighted by a staff member
  • The waiver covers minors and you need a guardian signature in addition to a volunteer's
  • Submissions arrive that look incomplete or signed in the wrong field

Paper waivers​

Some volunteers will hand you a paper-signed copy at intake. To record one, open the volunteer's profile, find the matching waiver in their Requirements card, and click Mark Complete. The dialog explains that you're recording a paper waiver on file (no e-signature is collected). You can attach a scan, set the completion date, and optionally add notes. From that point on, the volunteer's gate clears the same as if they'd signed digitally.

If the volunteer later e-signs the same waiver, the e-signed completion supersedes the paper one — you don't need to revoke the paper record manually.

Reviewing a submission​

Each submission shows:

  • The template version that was signed
  • The signer's name and identity from their volunteer record
  • The full e-signature record (timestamp, IP, signature image)
  • The rendered signed document

Verify the signer matches the volunteer registration, then approve.

Rejecting​

Reject when:

  • The signer is not the volunteer (e.g., a parent signed for an adult child)
  • The wrong waiver was submitted
  • The signature is incomplete

Always include a clear reason. The volunteer is notified and prompted to re-sign.

Re-signing after a template change​

When a waiver template is updated to a new version, decide whether existing signatures are still valid:

  • Material change (new clauses, expanded indemnity) — typically requires re-signing
  • Cosmetic change (formatting, wording clarity) — existing signatures usually stand

Make the call once per template version and apply consistently.

Audit trail​

Every waiver action — submission, approval, rejection, re-signing — is logged with the actor and timestamp. Useful when responding to a legal or insurance inquiry.

Volunteer-side experience​

Volunteers can see their pending and completed waivers on their My Waivers page. See Sign and Submit Waivers.