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What customers sign

The waiver experience from your customer's side, so you know what to tell them on the phone.

How a waiver reaches a player#

  1. A booking is made and paid (or reserved).
  2. PBHQ creates a player record for everyone on the booking — the organizer, anyone whose details were collected during booking, and numbered placeholders ("Player 1", "Player 2") for seats not yet filled.
  3. Everyone with an email address gets their own link. The organizer's email is subject "Action Required: Sign your waiver for {your field}"; everyone else gets "Sign your waiver for {your field}".
  4. Each link is unique to that person and never expires.

Placeholders don't get an email — there's no address yet. The organizer fills those in on the group page (below), and PBHQ emails each one as it's completed.

The signing page#

Players land on a page branded with your field name, colors, and theme. Top to bottom:

  1. "Sign Your Waiver" — "Hi {name}! Complete the form below for your session on {date} at {time}."
  2. A booking summary — Party, Date, Time, Package.
  3. A privacy notice explaining what's collected and that their name, phone, and email may be shared with your customer communications platform.
  4. Your safety video, if you set one — headed "Safety Video — Watch Before Signing".
  5. Your waiver text, headed "Waiver & Release of Liability — Read Carefully", in a scrollable block.
  6. "Personal Information" — Date of Birth (asked first), Full Legal Name, Phone, Email, Street Address, City, State, ZIP.
  7. The minor checkbox (below).
  8. "Acknowledgments" — "All boxes must be checked to proceed."
  9. "Signature" — an E-SIGN Act paragraph, then a typed Signature and Printed Name.
  10. "Submit Signed Waiver".

The acknowledgment checkboxes#

  • "I have watched the safety video above and understand the safety guidelines." — required, and only shown if you configured a video
  • "I understand the risks involved in paintball, including the risk of physical injury."
  • "I agree to follow all safety rules and instructions provided by field staff."
  • "I am physically fit to participate in paintball activities."
  • "I consent to photos and videos taken during my participation…" — optional, and only shown if you enabled the photo release
  • "I would like to receive SMS and email updates on promotions and events from this field." — optional, always shown

That last one is your marketing opt-in. It feeds your contact sync if you have one connected.

Minors and guardians#

PBHQ works this out from the date of birth. If the DOB is under 18, the minor checkbox ticks itself and the guardian section appears.

A player can't opt out of it. Even if they untick the box, PBHQ re-checks the date of birth when the form is submitted and requires guardian details anyway.

The guardian section — "Parent / Guardian Signature Required" — asks for:

  • Parent / Legal Guardian Full Name
  • Relationship to Minor ("e.g. Mother, Father, Legal Guardian")
  • Guardian Phone Number
  • Guardian Email Address
  • Guardian Typed Signature — "By typing your name you are signing this waiver as the minor's legal guardian."

All five are required. It also includes a COPPA notice for under-13s, and states clearly: "One waiver is required per participant — please submit a separate waiver for each minor in your group."

Age limits on gear#

If a player's gear tier has a "Minimum Age", it's checked here: "You must be at least {N} years old for this gear tier."

They'll be blocked at the waiver, not at checkout — so put the age requirement in the tier's description too. See Gear tiers.

After signing#

They get a "Waiver Signed!" confirmation with when they signed and what session it's for, plus the reminder "Arrive 15 minutes early for gear-up and safety briefing."

Behind the scenes, PBHQ generates a PDF and files it. You can download it any time — see Finding and downloading waivers.

When the last person on a booking signs, the organizer automatically gets a check-in email with a QR code, subject "Your Check-In Code for {your field} on {date}". It links to a simple page where the group can check itself in on arrival.

The group waiver page#

Every booking has a shared status page the organizer can open and forward to their group. They reach it from their confirmation email, their confirmation text, and the confirmation page.

"Group Waiver Status" shows:

  • A "Waivers Signed" counter and progress bar, with "All players must sign before game day." or "All waivers signed! You're all set for game day."
  • Every participant with a Signed / Pending / Not Sent badge. It refreshes itself every few seconds.

For anyone who hasn't signed, the organizer can:

  • "Edit" — fill in a name and email. Saving with "Save & Send Waiver" emails the link immediately.
  • "Resend" — send the waiver email again.
  • "Sign Link" — open the waiver directly, so they can hand someone a phone.

On party bookings there's also an "Add Guest" card, until the party is full: "{N} of {M} players added. If an email is provided, a waiver link will be sent automatically."

And a "Share This Page" card with a "Copy Link" button.

What you can do from your side#

  • "Send Link" on any player's row in the booking roster resends their waiver by email, and by text for the organizer if you have SMS enabled.
  • "Edit" a player to fill in a missing name or email, with a pre-ticked "Email them their waiver link" box.
  • "Add Participant" to put someone new on the booking.

All of it lives on the booking edit screen — see Editing a booking.