Waivers, terms, and cancellation policies

Waivers

• Create waivers for liability, safety, photo release, health, consent or any special terms for taking part.
• A waiver can be active or inactive. Changing a waiver's text makes a new version, and FullClass keeps the text of every version. Open a waiver and use Version history to read exactly what customers agreed to at any time. Renaming a waiver does not make a new version.
• Attach the waivers people must sign to your classes. Checkout then asks customers to accept them.
• Customers accept a waiver by ticking a box and typing their full name to sign. Every booking keeps its own record of this. It saves the waiver version, the name typed, the time, the IP address and browser, and the language the page was in. The confirmation email includes a copy of the documents they accepted.
• When a class or course has a waiver, checkout asks for the name of everyone on the booking. The person booking signs for themselves. After confirming they are the parent or legal guardian, they also sign for any child they book. Children give their age on the day, never a date of birth. Every other adult gets an email with a link to read and sign the waiver themselves. If they have not signed, they get one reminder the day before. A booking's page shows where each person's waiver stands, and you can resend a link from there. None of this stops check-in. A booking can include a child from another family. The person booking gives that child's parent or guardian, who gets an email with a link to sign for them.
• When you book for a customer in the admin, ticking the waiver box saves the acceptance as recorded by staff. It is saved under your name, with no signature.
• If you erase a customer's personal data, FullClass keeps their waiver and terms acceptances as proof of consent. Settings → Data export includes every acceptance and the text of every waiver and terms version.
• The waiver report shows who accepted what, for your day-to-day checks and for legal review.

Choosing between a waiver and terms

• A waiver is signed by every participant. At checkout, the person booking ticks the box to agree, confirms they are an adult and types their full name. The name must match the one they entered. They sign for themselves if they are coming, and as parent or legal guardian for their own children. Every other adult gets an email with a link to sign for themselves. So does the parent or guardian of a child from another family. Someone who books but is not coming, and has no child of their own on the booking, skips the waiver.
• Terms & conditions are one checkbox. The person booking ticks one box to agree for the whole booking. There is no signature, no names of the people coming and no emails to anyone else.
• Choose a waiver when you want each person to accept the risks of the activity for themselves. Choose terms for booking rules such as payment, cancellations and house rules. Terms also suit you when you want one quick checkbox for everyone.
• Keep in mind that a waiver signed by each person is stronger proof than one person ticking a box for everyone.

To replace a waiver with one checkbox for everyone, follow these steps.

1. Open the waiver and copy its text.
2. Go to Settings → Terms & Conditions, click Add terms, paste the text and click Create terms.
3. Open each class or course that uses the waiver. Under More settings, tick the new terms in Terms & conditions, untick the waiver in Waivers, and save.
4. Check that the waiver's Used by list is empty, so no class or course still asks for it.

Waiver wording to discuss with your lawyer

These points often come up. Raise them with your lawyer.

• Where a release may not work. In some places, including Quebec, the UK and much of the EU, a business cannot avoid blame for an injury caused by its own carelessness. So a release may do little or nothing there.
• Children. In many places a parent's signature does not stop a child from suing later. It still records that the risks were explained. This is where insurance matters most.
• Insurance. Liability insurance is what really protects you. A waiver supports it, but it does not replace it.
• Keep a copy. Claims can come years later. For a child, a claim may not come until they become an adult where you work, plus the time limit for making a claim after that. Download Settings → Data export often and keep it somewhere safe. If you close your FullClass account, signed waivers are deleted for good 30 days later, so export them first.

Terms & conditions

• Terms & conditions work just like waivers. You create them once under Settings, then use them on as many classes and courses as you like. Change the wording in one place and every class that uses it gets the new wording.
• Terms can be active or inactive, and they have versions. Editing the wording makes a new version. Customers who accepted an older version are asked to accept again.
• Attach the terms a class or course needs on its edit page, under More settings → Terms & conditions. It is the same checklist you use for waivers.
• Customers accept each set of terms with its own checkbox when they book. FullClass saves the acceptance on the booking, with the version and a fingerprint of the exact text. That gives you a dated record of exactly what they agreed to.
• Any terms you typed straight onto a class or course before terms became reusable are kept. They were moved into a reusable set of terms that you can now edit and share.

Cancellation policy

Every studio has one cancellation policy, under Settings → Cancellation policy. Every class, course and event is sold under it. Until you change it, bookings cannot be refunded and customers contact you to cancel.

• Refund rules are based on how many hours before the event the customer cancels. Each rule gives a full refund, a part refund, gift card credit or no refund. A part refund needs a percentage from 1 to 99. Put the rules in order from the longest deadline down. The last rule has no deadline and covers everything else. FullClass will not save rules that are out of order.
• Online cancellation decides whether customers can cancel from their booking page themselves. They can cancel at any time, only while a refund or credit is still on offer, or never (they contact you instead).
• What customers will read is written for you from those rules, in each customer's language. It shows at checkout, in the confirmation email and on the booking page. Type your own wording to use it instead. Clear the box to go back to the sentence FullClass writes.