Signing example
Sign a waiver online
To sign a waiver online at a front desk, the operator opens the envelope's status page on a tablet and hands the visitor their turn, no email required. This one page waiver for a fictional climbing centre shows that hosted flow: four acknowledgements the visitor must mark before the signature will submit, emergency contact fields, and an in person event in the audit trail.
The document, with its fields
The pages as a signer sees them, with the signature, name, title and date fields placed where each party has to complete them.
Participation Waiver
The activity and its risks
Indoor rope climbing and bouldering involve real risks that padding, matting and supervision reduce but do not remove: falls onto mats, falls from height if equipment is misused, collisions with other climbers, muscle and joint injuries, and in rare cases serious injury. Auto belays and top ropes are inspected daily and the safety briefing covers how to use them; the briefing is part of your entry, not an optional extra. Climb within your ability, follow staff instructions, and stay off the mats beneath a climber.
Acknowledgements
Type a mark in each box. All four are required before the waiver can be submitted.
| I have received and understood today's safety briefing, including the auto belay clip-in check. | |
| I have no medical condition, injury or medication that makes climbing unsafe for me today. | |
| I will follow staff instructions and the posted gym rules at all times. | |
| I accept the risks described above, so far as the law allows them to be accepted. |
Participant details
The emergency contact is who staff call if you are injured; use someone reachable today, not a household landline. Visitors under 18 hand the tablet to a parent or guardian, who signs a separate guardian waiver at the desk.
Signature
Who signs what
- Tessa Muir, the visitor
- Four acknowledgement boxes, all required · Emergency contact name and phone, typed · Name, signature and stamped date · Signed in person on the centre's tablet
The signing journey
Step 1
The desk prepares the envelope
Staff create the envelope from the saved waiver PDF, add the visitor's name and email, and send. Nine fields sit on the single page: four required checkboxes over the printed acknowledgement boxes, two emergency contact fields, the name, the date and the signature.
Step 2
The status page hands over the tablet
Instead of waiting for the visitor to open an email, staff press the in person action beside her name on the status page. The portal opens in that same session with the signing token carried in memory, not in the address bar, and the emailed identity check is waived for the hosted session.
Step 3
Four marks before a signature
Tessa types a mark into each acknowledgement box, types her emergency contact, and draws her signature with a finger on the tablet. The portal refuses to finish while any required box sits empty, naming the first one still needed.
Step 4
The trail says who hosted
The audit trail for this envelope records the in person start with the host's user id before the Signed event, and the status page labels it Signed in person, hosted by the sender. The certificate's six event log runs from Envelope created to Signed.
Step 5
The copy still goes by email
Completion emails the certified PDF to the visitor's address and the sender, so signing on the centre's hardware does not cost the visitor her copy.
What the signed PDF and certificate show
The signed page shows X in all four acknowledgement boxes, the typed emergency contact name and phone, the visitor's name, the drawn signature and the stamped date. The certificate lists one signer with verification Email link, the consent gate's timestamp, both document hashes and the event log; the in person start currently prints as its raw event name on the certificate, while the status page gives it the readable label.
How to adapt this envelope
To email the waiver ahead instead, send the same envelope and let the visitor sign from the link at home; everything else stays identical. For visitors under 18 the centre keeps a separate guardian waiver where the parent signs as the recipient, and the photo release example shows what a guardian as a signer looks like. Each envelope covers one person; the saved PDF makes creating the next one a two minute job.
What makes this signing flow work
Required boxes gate the signature
The waiver cannot be submitted with an acknowledgement unmarked: the portal blocks Finish signing and names the missing field. The four X marks on the signed page each sit against a printed sentence, which reads far better in a dispute than one signature under all four.
The hosted session is in the record
In person signing is not a workaround here, it is a recorded feature. The trail carries an in person start event with the staff member's user id, so the file itself shows the waiver was signed at the desk under supervision rather than from an unknown couch.
One page, nine fields, about a minute
The visitor marks four boxes, types two contact lines and draws once. Nothing is mailed, printed or filed by hand, and the next visitor gets a fresh envelope from the same saved PDF.
Questions people ask
Can visitors sign on our tablet at the counter?
Yes. The in person action on the envelope's status page opens the signer's portal in the staff session, with the identity check waived for that hosted handover. The trail records who hosted it and when, immediately before the signature event.
Do they tick the acknowledgement boxes?
They type a mark into each small box, and the stamped PDF prints an X wherever a box holds any value. A required box left empty blocks submission entirely, so a waiver missing an acknowledgement cannot come out of this system.
What if the visitor is under 18?
A minor should not be the signer. Add the parent or guardian as the recipient of a guardian version of the waiver, with their own boxes and signature. The photo release example shows a guardian signing alongside a minor in one envelope.
Can we reuse one envelope for the whole day?
No, one envelope is one signing event for one person. Keep the waiver PDF saved and create a fresh envelope per visitor; each takes about two minutes to prepare and each visitor gets their own certificate and their own emailed copy.
Does the visitor get a copy of what they signed?
Yes. The completion email carries the certified PDF to the address entered when the envelope was created, and the sender receives the same file. The certificate of completion is a separate download from the status page.
Does a waiver signed this way hold up?
The system's job is the record: the marked acknowledgements, the signature, the hosted session event and the hash chain. What a waiver can and cannot exclude is a matter of consumer law, and the document itself says the guarantees that cannot be excluded are not excluded.
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Want the steps in the builder? Read Send a PDF for e-signature, then Add e-signatures with multiple signers. For everything this generator can do, see the signing flow maker.
Written and checked by the OneCraft team. Last checked .