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Smartwaiver Integration - Digital Waivers

6 min read Intermediate For Owner, Manager Updated about 2 months ago
Quick Answer
To set up Smartwaiver, go to Account → Account Info → Integrations, click Configure next to Smartwaiver, enter your API key, and click Connect Smartwaiver. Customers will receive a pre-filled waiver link in their confirmation email.

Smartwaiver Integration

Smartwaiver lets your customers sign liability waivers digitally before their rental. No more paper forms at check-in—customers receive a pre-filled waiver link in their confirmation email.

What You'll Need

Before starting, make sure you have:

  • SmartWaiver account — Sign up at smartwaiver.com
  • Waiver template — Create your liability waiver in SmartWaiver
  • API key — Found in SmartWaiver account settings

Setup Steps

Step 1: Get Your API Key

  1. Log into your SmartWaiver account
  2. Go to Account → API Settings
  3. Copy your API Key

Step 2: Connect to RecSystems

  1. In RecSystems, go to Account → Account Info → Integrations in the sidebar
  2. Click Configure next to Smartwaiver
  3. Paste your API key in the API Key field
  4. Click Connect Smartwaiver

Step 3: Select Waiver Templates

After connecting, RecSystems fetches your available templates:

  1. Choose your default waiver template
  2. This template will be used for all bookings unless overridden
  3. Click Save

Step 4: (Optional) Fleet-Specific Waivers

If different equipment needs different waivers:

  1. Go to the fleet you want to customize
  2. Find the Waiver Template setting
  3. Select the specific template for this fleet
  4. Fleet setting overrides the default

How It Works

When Customer Books

  1. Customer completes checkout and payment
  2. RecSystems creates a waiver request with SmartWaiver
  3. Customer information is pre-filled (name, email, phone)
  4. Unique waiver link is generated

Waiver Delivery

The waiver link is included in:

  • Confirmation email
  • Booking confirmation page
  • Customer can also access from their booking details

Customer Signs

  1. Customer clicks the waiver link
  2. Pre-filled information appears (can edit if needed)
  3. Customer reviews waiver text
  4. Signs electronically
  5. SmartWaiver stores the signed waiver

RecSystems Updates

  1. SmartWaiver notifies RecSystems when signed
  2. Booking shows waiver as Signed
  3. Staff can see status before check-in

Checking Waiver Status

On Individual Bookings

Open any booking to see waiver status:

Status Meaning
Signed ✅ Waiver completed
Pending ⏳ Sent but not signed
Not Sent No waiver required or not generated

On Today's Queue

The dashboard queue shows waiver indicators:

  • ✅ Green check = Signed
  • ⏳ Yellow clock = Pending
  • Filter to show only pending waivers

At Check-In

Before checking in a customer:

  1. Verify waiver status
  2. If pending, remind customer to sign
  3. Or have them sign in person (fallback)

Managing Waivers

If a customer needs a new link:

  1. Open the booking
  2. Click Resend Waiver
  3. New link is emailed to customer

Viewing Signed Waivers

To see the actual signed waiver:

  1. Open the booking
  2. Click the SmartWaiver link
  3. Opens in SmartWaiver to view the signed document

Multiple Participants

For group bookings:

  1. Primary booker receives the waiver link
  2. They can add additional participants
  3. Each participant signs on the same waiver
  4. All signatures are captured

Fleet-Specific Waivers

Use different waiver templates for different equipment types.

Example Setup

Fleet Waiver Template
Pontoon Boats Standard Boat Waiver
Jet Skis PWC High-Risk Waiver
Kayaks Basic Paddle Waiver

Setting Up

  1. Go to Account → Fleets
  2. Edit the fleet
  3. Select Waiver Template
  4. Save changes

The fleet-specific template overrides the default.

Troubleshooting

Waivers Not Sending

Check:

  • API key is correct
  • SmartWaiver account is active
  • Template is published (not draft)
  • Customer email is valid

Customer Can't Sign

Check:

  • Link hasn't expired (24 hours)
  • SmartWaiver service is available
  • Customer is using supported browser

Solution:

  • Resend waiver link
  • Have customer sign in person at check-in

Status Not Updating

RecSystems checks for signed waivers automatically. If status seems stuck:

  • Wait a few minutes (webhook delay)
  • Refresh the booking page
  • Contact support if persists

Best Practices

Before Rental Season

  1. Review and update waiver text with legal counsel
  2. Test the signing process yourself
  3. Train staff on checking waiver status

At Check-In

  1. Always verify waiver status
  2. Have backup paper waivers for edge cases
  3. Don't let unsigned waivers delay check-in excessively

Record Keeping

  • SmartWaiver stores signed waivers (check their retention policy)
  • Download copies periodically if needed for your records
  • Signed waivers are legally binding electronic documents

Settings Reference

Setting Description
API Key Your SmartWaiver API key
Default Template Waiver used unless fleet overrides
Fleet Template Per-fleet waiver (optional)

Frequently Asked Questions

Do customers have to sign before their rental?
It's recommended but not enforced by default. Waiver links are valid for 24 hours. You can check waiver status on the booking before check-in.
What if the waiver link expires?
Customers can request a new waiver link, or you can have them sign in person at check-in. The 24-hour expiration is set by SmartWaiver.
Can I have multiple people sign?
Yes, SmartWaiver supports multiple participants. Group bookings can have each person sign as a participant on the same waiver.