Who can do this: Owners and Managers. (Staff can see waiver status but can't download PDFs.)
The Players directory#
Where: Sidebar → Operations → Players
Every participant across every booking, in one searchable list.
Columns: Name, Email, Phone, Booking Date, Gear, Party Type, Waiver.
Search: the box is placeholder "Search by name…" and matches player names only, across all dates. This is the right place to answer "did this person ever sign?"
Filters: a date range, party type, and gear tier. 50 players per page.
The Waiver column shows one of:
| Badge | Meaning |
|---|---|
| Green "Signed — PDF" | Signed digitally. Click it to open the PDF in a new tab. |
| Amber "Pending" | Their link was sent; they haven't signed. |
| Grey "Not Sent" | No link has gone out — usually a placeholder with no email address yet. |
From a booking#
Expand any booking's roster (the chevron button, tooltip "Check in players") or open the booking's edit page. The Waiver column there shows the same badges, plus "Signed — Paper" for paper records, and the "Signed — PDF" badge is a link to the document.
Downloading a PDF#
Click any green "Signed — PDF" badge. The waiver opens in a new tab as a PDF you can save or print.
Each PDF contains the player's details, the exact waiver text as it read when they signed it, their acknowledgments, their typed signature, guardian details if they were a minor, and the IP address and timestamp of the signature.
Download links are single-use and time-limited for security — if you leave a tab open for a while and it stops working, click the badge again for a fresh one.
Re-sending a waiver link#
From the booking roster, click "Send Link" on a player's row. A modal appears — "Send waiver link": "Send {name} their waiver signing link." — with a checkbox for "Email {address}", plus "Text message {phone}" for the organizer when SMS is available.
If they've already signed you'll get "{name} has already signed their waiver — no reminder sent."
You can also point the organizer at their group waiver page, where they can resend links themselves. See What customers sign.
Reporting on waiver compliance#
Sidebar → Business → Reports → "Customers" tab has a "Waiver Compliance" tile: a percentage with a bar and a "{N} signed · {N} unsigned" breakdown for the period you're viewing. A good weekly health check. See Reports.
If something goes wrong#
You may occasionally see one of these when opening a PDF:
- "PDF storage is not configured." — a platform issue. Contact PBHQ support.
- "Could not generate waiver PDF. Please try again."
- "Could not retrieve waiver PDF. Please try again."
Try once more; if it persists, contact support with the player's name and booking date.