SmartWaiver Integration

# SmartWaiver Integration SmartWaiver provides digital waiver and liability release management for your rental business. This integration eliminates paper waivers, speeds up check-in, and ensures proper documentation for all rentals. ## What You'll Learn - Understanding SmartWaiver integration - Setting up your SmartWaiver account - Connecting to RecSystems - Configuring waiver templates - Managing waiver requirements - Tracking waiver status - Troubleshooting common issues ## Integration Overview ### What SmartWaiver Provides - Digital waiver signing - Legal liability releases - Customer data capture - Signature storage - Waiver templates - Compliance tracking - Cloud storage ### How It Works 1. Customer books rental 2. Receives waiver link 3. Signs digitally 4. RecSystems tracks status 5. Check-in verifies completion 6. Waiver stored securely ## Initial Setup ### SmartWaiver Account Setup 1. Visit [SmartWaiver.com](https://www.smartwaiver.com) 2. Create business account 3. Choose appropriate plan 4. Complete business profile 5. Obtain API key ### Creating Waiver Templates In SmartWaiver dashboard: 1. Click **"Create New Template"** 2. Choose template type 3. Customize fields: - Business information - Liability language - Customer fields - Signature requirements 4. Save and publish template ## Connecting to RecSystems ### Step 1: Access Integration Settings Navigate to: **Dashboard → Integrations → SmartWaiver** ### Step 2: Enter API Key 1. Copy API key from SmartWaiver 2. Paste into RecSystems field 3. Click **"Test Connection"** 4. Verify successful connection ### Step 3: Select Templates 1. RecSystems loads your templates 2. Choose default template 3. Assign templates to specific fleets 4. Save configuration ## Fleet-Specific Waivers ### Assigning Templates to Fleets Different equipment may need different waivers: 1. Go to **Dashboard → Fleets** 2. Edit each fleet 3. Select SmartWaiver template 4. Options: - Use account default - Select specific template - No waiver required ### Example Fleet Assignments - **Jet Skis**: Water sports waiver - **Snowmobiles**: Winter sports waiver - **Equipment**: General liability waiver - **Boats**: Maritime waiver ## Waiver Workflow ### Customer Experience **Booking Confirmation**: 1. Customer completes booking 2. Receives confirmation email 3. Email includes waiver link 4. "Complete Waiver" button prominent **Signing Process**: 1. Click waiver link 2. Review waiver terms 3. Fill required fields 4. Sign digitally 5. Receive confirmation **Multiple Participants**: - Each person signs separately - Group organizer manages - Track individual completions - All must sign before rental ### Staff Experience **Check-in Process**: 1. Open booking 2. View waiver status 3. Green check = signed 4. Red X = not signed 5. Send reminder if needed **Waiver Verification**: - Automatic status updates - Real-time sync - View signed waivers - Print if needed ## Configuration Options ### Account-Level Settings **Default Template**: - Applies to all rentals - Unless fleet-specific set - Can be overridden **Waiver Requirements**: - Required for all bookings - Required by fleet type - Optional (not recommended) **Timing Options**: - Send with confirmation - Send X days before - Require at check-in ### Reminder Settings **Automatic Reminders**: - 7 days before rental - 24 hours before - Morning of rental - Customizable schedule **Reminder Content**: - Email template - SMS option - Urgency increases - Clear call-to-action ## Managing Waivers ### Viewing Signed Waivers 1. Open any booking 2. Click **"Waivers"** tab 3. See all participants 4. View signature dates 5. Access full waivers ### Waiver Status Indicators - **Signed**: Green checkmark - **Pending**: Yellow clock - **Not Sent**: Gray dash - **Expired**: Red warning ### Manual Waiver Sending Sometimes needed for: 1. Walk-in customers 2. Lost emails 3. New participants 4. Technical issues **Steps**: 1. Open booking 2. Click **"Send Waiver"** 3. Enter email address 4. Waiver sent immediately ## Reporting & Compliance ### Waiver Reports **Dashboard → Reports → Waivers**: - Completion rates - Unsigned bookings - Expiring waivers - Template usage ### Compliance Tracking - All waivers timestamped - IP addresses recorded - Legally binding signatures - Audit trail maintained ### Data Retention - Waivers stored 7 years - Automatic backups - Downloadable archives - GDPR compliant ## Common Scenarios ### Last-Minute Bookings 1. Customer books same-day 2. Waiver sent immediately 3. Must sign before arrival 4. Staff verify at check-in ### Group Bookings 1. Organizer receives links 2. Forwards to participants 3. Tracks completion 4. All must sign ### Minor Participants 1. Parent/guardian signs 2. Minor information included 3. Additional fields required 4. Age verification ### Repeat Customers - Previous waivers may expire - Annual waivers available - Auto-check previous status - Update if needed ## Troubleshooting ### Waiver Not Sending 1. Verify email address 2. Check spam folders 3. Confirm API connection 4. Review template status 5. Try manual send ### Can't Find Waiver - Check all email addresses - Search by booking ID - Verify SmartWaiver account - Contact SmartWaiver support ### Integration Disconnected 1. Re-enter API key 2. Test connection 3. Verify account active 4. Check API limits 5. Review error logs ### Template Not Showing - Ensure published in SmartWaiver - Refresh template list - Check fleet assignment - Verify permissions ## Best Practices ### Template Design - Keep language clear - Highlight important sections - Minimize required fields - Mobile-friendly format - Test thoroughly ### Communication - Clear waiver requirements - Multiple reminders - Easy access to links - Support contact info - FAQ section ### Staff Training - Check waiver status - Handle exceptions - Manual sending process - Troubleshooting steps - Compliance importance ### Legal Compliance - Regular legal review - State-specific requirements - Industry standards - Insurance alignment - Update as needed ## Advanced Features ### Conditional Logic - Age-based fields - Activity-specific sections - Dynamic questions - Smart routing ### Kiosk Mode - On-site signing stations - Tablet integration - Quick check-in - Offline capability ### API Webhooks - Real-time updates - Status notifications - Automatic actions - Custom workflows ### Multi-Language - Template translations - Customer preference - Automatic detection - Legal validity ## Cost Considerations ### SmartWaiver Pricing - Based on waiver volume - Monthly/annual plans - No per-waiver fees - Unlimited storage ### ROI Benefits - Reduced paper costs - Faster check-ins - Better compliance - Less storage space - Environmental friendly ## Getting Help ### RecSystems Support - Integration setup - Configuration help - Troubleshooting - Best practices ### SmartWaiver Support - Template creation - API issues - Account management - Legal questions ### Resources - SmartWaiver knowledge base - Video tutorials - Template library - Legal resources ## Related Guides - [Fleet Configuration](../02-inventory-setup/fleet-configuration.md) - Fleet-specific waivers - [Check-in Process](../01-daily-operations/check-in-process.md) - Verifying waivers - [Booking Workflow](../01-daily-operations/booking-workflow.md) - Waiver in booking flow - [Stripe Integration](./stripe-payments.md) - Other integrations --- *Integration Tip: Set up your most common waiver template first, test thoroughly with staff, then expand to fleet-specific waivers as needed.*