Configuration
Waivers section will be automatically configured during any new company set up else can be configured under Manage questionnaire setting as an upload able form.
Also, once this setting is enabled, a Waiver section for Waiver PDF storage will be made visible under Client forms for each member in that tenant.
Additionally, for each tenant, the setting for ‘Waiver’, needs to be selected to ‘Yes‘, for showing Waiver OTP pop up before first time membership purchase.
All these configurations will be done by the Fitness Force team.
Once the waiver feature is enabled, then the waiver will appear before the billing i.e. before the purchase of any membership for the first purchase or in case Digital waiver is not already complete. Below are the trigger points where the Waiver pop up will be shown:
For existing enquiry or member, waiver pop up should be shown, on click of ‘Create Membership Bill’ link both from Membership Details page and Purchase history page, if digital Waiver is not already filled.
For existing enquiry or member being searched from the Omni-Search bar, the Waiver OTP box will show up on click of the link of ‘Create Membership Bill’ against the member record.
For Upgrade of any membership, waiver should pop up, on click of the Upgrade tab, if digital Waiver is not already filled by the member.
For Transfer to other member or enquiry, if digital Waiver is not already filled by the member/enquiry whom the membership is being transferred to, then, waiver pop up should be shown once the ‘transfer to’ is selected.
For existing members, if digital waiver needs to be completed as a process irrespective of a purchase being done, then an option will be provided on the client summary page showing Waiver Incomplete in a red box. On click of this box, the OTP pop up will be shown.
Now to validate the waiver, using OTP, below is the process.
The gym representative will click on the “Send OTP” option. On this selection, an OTP will be sent to the registered mobile number. If the mobile number is blank, it will prompt the user to update the mobile number first.
Member will then receive an SMS with the OTP number and a link to the terms and conditions.
On click of this link, the member will re-directed to a page with the waiver T&C listed.
Once the staff selects Send OTP, the OTP text box will be visible.
If the member provides the OTP to the Gym representative, then Gym representative will enter it in the OTP textbox and click on Submit. Once this is submitted, a message will be displayed stating, “OTP verified successfully. File uploaded under waiver client form.”
If the fed OTP doesn’t match, then a message will be shown stating, “Invalid OTP. Please try again.”
Then the Gym representative can re-enter the correct OTP and click on Submit.
This will be allowed max 3 times. If the user clicks the submit button with an invalid OTP thrice, then the user will be restricted to perform the OTP process digitally. The page will be unresponsive to the user with a message, ‘Maximum attempts reached. Please upload the signed scanned copy of the Waiver under client forms to complete this process.’
Now, the user will have to scan and upload the copy of the Waiver under client forms section of the member. Once the upload is done, the Waiver will be marked as complete. The Gym representative can now proceed to billing/upgrade/transfer.
Once the OTP validation is done, a PDF will be generated marking ‘Signed by : “Member Name”’, ‘Signed using: “OTP Number”’ & ‘Signed on : “date and timestamp”’ along with the agreed T&C and this will be saved in member’s profile under Waiver Form. Member will also get an email with an attachment of the signed OTP copy of Waiver with the terms they accepted.
Note:
1. Once Send OTP is clicked; the timer would start ticking for 60 secs. If the member doesn’t receive the OTP within 60 seconds, then the Resend OTP option will be visible. The timer would again start ticking for 60 secs and the Resend OTP option will be disabled or hidden. This would be allowed at max 3 times.
On the last attempt, the user will be notified as shown below:
2. If the member still doesn’t receive the OTP, then the error message will be shown ‘Maximum attempts reached. Please upload the signed scanned copy of the Waiver under client forms to complete this process.’ Now, the user will have to scan and upload the copy of the Waiver under client forms section of the member. Once the upload is done, the Waiver will be marked as complete. The Gym representative can now proceed to billing/upgrade/transfer.
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