Waivers and signed agreements

Families read and sign your waivers and agreements when they register, and Famlo keeps a signed copy of each one, exactly as the family saw it. You write each agreement once in School settings › Registration form, choose which classes ask for it, and see who has signed on each class's roster.

note

As the editor puts it: "Agreements you write here are between your organization and the families who sign them. Famlo isn't a party to them and doesn't review them. We record who signed, what they saw and when, but we can't tell you whether an agreement will hold up. That depends on your state, your activity and your wording. Have a lawyer licensed in your state review any waiver or release before you use it."

Write an agreement

Your agreements live in one library, Waivers & agreements, on the Registration form page. "Write each one once. Classes pick from this list, and an edit here updates every class that uses it."

1. Open School settings, then Registration form (1).
2. Under Waivers & agreements, select New agreement (2).

3. Give it a Title (3), such as "Liability waiver" or "Photo permission".
4. Type or paste the wording into Full text (4).
5. To fill in details automatically, select Insert a field (5) (or type {) and choose one, such as Class name or Child's first name.
6. Under How families accept it (6), choose Tick a box ("I agree") or Sign (typed or drawn).
7. Tick New classes get it (7) if every new class should ask for it.
8. Select Save (8).

Beside the wording, a live preview shows the agreement filled in for the class you pick under Preview on.

Field group	Fields you can insert
Your school	School name, School legal name, School city
The class it's on	Class name, Class dates, Location, Teacher name
Who's signing	Child's first name, Parent's full name, Today's date

Waivers and releases are always signed. If your wording reads like one, the editor says "This reads like a waiver or release. Families have to sign it, not tick a box." For something like a photo permission that only mentions "release", tick This isn't a release or waiver and families can tick a box instead. A release is signed once for each child.

Your legal name. At the top of Registration form, the Legal name row holds "The exact name on your business registration." Each agreement tells families who they're agreeing with: "This agreement is between you and" your legal name, "Famlo isn't a party to it." An agreement that uses School legal name, or carries the Florida notice, can't be signed until you add it.

The Florida notice. When a class using a signed release takes place in Florida, the editor explains that Florida law sets out a notice for some waivers parents sign for their children, and offers Add the Florida notice in the statute's exact words, with your legal name filled in. You can name another party, like the venue, under Also released (optional), or choose Not needed for this agreement. Whether your agreement needs it is a question for your lawyer.

The verification page. Show the title on the verification page is off unless you tick it. Leave it off if the title says something private about the families, such as a faith or health program. See Check a signed copy at verify.famlo.co.

To retire an agreement, open it and select Archive this agreement. "Signed copies are kept, and you can restore it." Archived agreements are under Show archived, each with Restore.

Choose which classes ask for it

A class lists its agreements in the editor's Questions & waivers row. The wording stays in the library: on a class you only choose which agreements it uses, in what order, and whether each is required or asked for each child.

1. Open Classes, select the class, then select ••• › Edit details.
2. Under Everything else, open Questions & waivers (2).
3. Under Waivers & agreements, select Pick from your library (3), tick the agreements you want, then select Add N to this class. To write a new one without leaving the class, select Write a new one.
4. Leave Required (4) ticked if families must sign it to register. Untick it to make it optional.
5. Tick Per child (5) to ask for it once for each child, instead of once for the whole order. A release is always per child.
6. Drag the agreements into the order families should read them, then save the class.

Each agreement on a class has Preview for this class, Edit in School settings ↗ and Remove from this class. With none, the row reads "No agreements on this class. Families register without signing anything." On the class page's Listing tab, the Waivers & agreements row sums it up, as in "Families sign Liability waiver and Photo permission".

New classes. A new class starts with every agreement marked New classes get it. A copy of another class keeps that class's agreements. If you split a class into sections, every section uses the class's agreements.

Classes you already have. In the library, the New classes get it switch changes new classes only. When you turn it on, Famlo offers to add the agreement to your upcoming classes as well, with Add to N upcoming classes or Not now.

Classes families have already booked. When you add a required agreement to a class with registered families, they're emailed a link to sign it. Until they sign, it shows on their Account settings › Agreements page. If it arrived after they registered, that page also offers Cancel and get a full refund, which it describes as "a full refund, including the booking fee".

Registration paused. If an agreement needs something the class doesn't have, such as a teacher for Teacher name or your legal name, the class page shows "Registration is paused:" with what's missing and Fix it. Families see "Registration for this class is paused while" your organization "updates its forms." until you fix it.

Change an agreement's wording

Open the agreement from the library, or select Edit in School settings ↗ on a class. Saving an edit updates every class that uses it, so the button reads Save for all N classes.

If families have already signed the current version, saving shows Saving makes version N first, with the words you added and removed highlighted. "What they signed stays exactly as they read it."

1. Check the changes.
2. Leave Ask families who signed version N to sign again ticked to send them the new version, or untick it to keep their signatures as they are.
3. Select Save for all N classes.

If you ask families to sign again, they're emailed "[your organization] updated [agreement]: please sign the new version". Until they do, a required agreement counts as missing and the child can't be checked in. If you don't, their earlier signature still counts, and the roster shows it as an older version.

What families see and sign

When a class has agreements, checkout has a step titled Before you pay: "[your organization] asks every family to read and sign these. You'll get a copy by email." Free classes with agreements go through checkout too.

• A short Signing electronically. note explains that they're signing electronically and can ask you for a paper copy instead.
• Each agreement appears in full, with its version and Required or Optional, and can be opened full screen.
• For an agreement about a child, they confirm they're the child's Parent or Court-appointed legal guardian.
• They tick a statement for each agreement, such as "I've read Liability waiver (version 2) above, and I agree to it for myself and on Ella's behalf."
• One Your full name, typed or drawn, signs every agreement that needs a signature.

Every signer is emailed their signed copy as a PDF, and it stays in their Account settings › Agreements. For the family's side, see Signing waivers and agreements.

See who has signed

On a class. Open the class's Roster tab (1) and switch from People to Forms (2). You see each child with their parent, a column for each question and each agreement, and filters for All, Missing a signature and Signed an old version.

Status	Meaning
Signed v2	Signed the current version (here, version 2).
Signed v1 · new version	Signed an earlier version. It counts as missing if you asked families to sign again.
Not signed	A required agreement isn't signed yet.
Withdrawn	Withdrawn by the family, or the registration was canceled.
Attended without	Someone checked the child in without it.
Yes / Not agreed	An optional agreement, agreed to or not.

Select a child's name to open their forms: the family's answers, each agreement, and each signed record with who signed and as what, how (Typed name, Drawn signature, Ticked or Paper copy), when, from what kind of device, and how their identity was checked. Read what they signed shows the agreement exactly as they saw it, and Signed PDF downloads it.

Across your organization. People › Forms lists each agreement your classes use, with how many classes use it, how many have signed, and how many required signatures are missing (or None missing). Open an agreement to see its classes and go to any class's forms. A child's record also has a Forms tab with every agreement signed for them. See People.

On the roster's People view, Registration details under a child lists what was signed for them, with the name and date.

When a family hasn't signed

Send signing links. On the class's Forms view, select Ask missing to sign. Every family who owes an agreement is ticked. Untick anyone you don't want to ask, then select Send N links. "Each link works once, for one agreement, and expires in 14 days. A family asked in the last day is skipped." If they haven't signed, Famlo reminds them by email three days and a week later. To ask one family, open the child's forms and select Send a signing link.

At the door. A child with a required agreement unsigned can't be checked in until it's signed. On the register, their button reads Check in… instead of Drop off, and the top of the list says how many "need a signed waiver before they can join." Select Check in… to:

• Hand the phone to the parent. Choose a 4 to 6 digit PIN, then select Hand over. The parent reads and signs on your phone, and can confirm it's them with a code emailed to them. Only your PIN gets you back to your list.
• Show a QR code for the parent to open and sign on their own phone, or Email a link.
• Check in without a signature. Write Why, then confirm. "This records that [child] attended without a signed [agreement]. It doesn't mean they're covered by it." This is only for people who run every class or take every register.

The register updates on its own when the parent signs. See Attendance, check-in and the sign-in QR.

On paper. If a family signed a paper copy, open the child's forms and select Record a paper copy. Fill in Who signed (as written), whether they're the child's parent or court-appointed guardian, the Date on the paper, and the scan (PDF, JPEG or PNG, up to 10 MB). Tick the box confirming the paper says the signer is the child's parent or guardian and 18 or older, then select Record paper copy.

What you're told. The people who run your classes are emailed when a parent asks to sign on paper, withdraws an agreement, uses Not you? on a signing link, or reports a signature they say isn't theirs.

Export signed agreements

From a class's Forms view, select Export, then:

• Signed agreements (PDF): every signed copy, exactly as it was signed, with an index of who has and hasn't signed.
• Signed agreements (zip): a PDF for each child, in a zip.
• Registration forms (PDF): one page per child with their details, agreements and attendance. Medications and dietary restrictions aren't included.

To export from every class, open School settings › Registration form, select Signed records: exports and holds, then Export signed agreements.

1. Confirm it's you, with your password or a code Famlo emails you.
2. Choose the Agreement (or All agreements), the dates under Signed from and Signed to, and the Format: One PDF, with an index or A PDF per kid, in a zip. Select Update the count.
3. Select Export N signed records.

"We build it in the background and email you a link. The link works for 72 hours, only for you, and asks again that you can see these records. Every page is marked confidential with your name." Registration forms include children's medical details, so your organization's owner is told about every one.

The Signed records page lists every export: who made it, when, how many records, and how often it was downloaded.

Check a signed copy at verify.famlo.co

Every signed copy carries a record code, like AGS-XXXX-XXXX-XXXX-XXXX, on the PDF and in the family's email. Anyone holding it, such as an insurer or a venue, can type it at verify.famlo.co to see whether Famlo holds a matching signature.

The page shows the record code, your organization, the agreement and its version (the title only if you chose to show it), who signed only in general terms ("The child's parent or guardian"), how their identity was checked, the date, and a status: Current, Valid, newer version exists or Withdrawn. "To protect families, this page never shows who signed, the child, contact details, the text or the signature." They can also type the fingerprint printed on the PDF to check that the wording hasn't been edited.

• To stop a code working, open the child's forms and select Revoke the verification code. Anyone checking it then gets "No record found".
• To stop every code from your organization answering, turn off Let people check a signed copy online (below).

Signing settings

These rows are under Signing settings on School settings › Registration form.

Setting	What it does
Ask families to sign agreements	On by default. "Families read and sign your agreements before they pay." "Turned off, families registering won't be asked to sign anything, including required waivers."
Let people check a signed copy online	On, verify.famlo.co answers your record codes. "Turned off, every code from your school answers 'No record found'."
How long we keep signed copies	See the next section.

How long signed copies are kept

By default, Famlo keeps a signed copy "7 years after the class's last date, or until the child turns 22, whichever is later". To change it, select Edit on How long we keep signed copies and choose under Keep signed copies for.

• A longer period also applies to the copies you already have.
• A shorter one applies to new signatures only, and you must tick "I understand a shorter period may leave us without a record if a claim is made later".

When a copy reaches its date, Famlo deletes it, and verify.famlo.co then answers "No longer held by Famlo". Families keep the copies they were emailed. If a family deletes their Famlo account, the agreements they signed for you are kept until that date, no longer linked to their account.

Holds. The person who created or claimed your listing can place a hold from the Signed records page, under Records on hold: "A hold keeps signed agreements from being deleted for any reason, including the end of their retention period or deleting your organization." Fill in What it's for, and a record code under One record only (optional) to hold one record (leave it empty to hold every record, including ones signed later), then select Place hold. The person who placed it can Release it.

Deleting early. The person who created or claimed your listing can also select Delete signed records early: choose One class, One family or Everything, select Count them, type the confirmation it asks for (such as DELETE 12 RECORDS), give a reason, and select Delete N records. This can't be undone and isn't possible while any record is on hold. Famlo keeps a note that each record existed and was deleted, with no names in it.

Closing your listing. Deleting your organization deletes its signed agreements too, 90 days after you schedule it. Select Download all signed records first. See Closing your listing.

Who can do what

Task	Who
Manage the library and signing settings on Registration form	Owners and co-leaders (Edit settings)
Write and edit agreements from a class, and add them to classes	Owners, co-leaders and class organizers. Teachers who can edit their own classes can pick agreements for those classes.
See signed copies and Ask missing to sign on a class	Anyone who can see the class's roster, including teachers for their own classes
People › Forms and every signed copy	Owners, co-leaders, class organizers, and staff with attendance for Everyone
Check in without a signature	Owners, co-leaders, class organizers, and staff with attendance for Everyone
Record a paper copy and Revoke the verification code	Owners, co-leaders and class organizers
Export signed agreements	Anyone who can see every record in the export
Export registration forms	Anyone who can see the roster and the children's safety details for every class in it
The Signed records page and export history	Owners and co-leaders
Holds, early deletion and Download all signed records	The person who created or claimed the listing

See What staff can do: roles and access.

Troubleshooting

A family can't register: "Registration for this class is paused". One of the class's agreements needs a value the class doesn't have. Open the class: the "Registration is paused:" banner names it. Select Fix it, or add your Legal name in School settings › Registration form.

I can't make my waiver a tick box. Releases and waivers, and any agreement with the Florida notice, must be signed. If it isn't really a release, tick This isn't a release or waiver.

The Forms view or People › Forms is missing. The Forms view appears on a class that has at least one agreement. People › Forms needs access to every class or every register. Both disappear if Ask families to sign agreements is turned off.

A child can't be checked in. A required agreement for them is unsigned, withdrawn, or waiting to be signed again. Have the parent sign from Check in… on the register, or ask someone who runs every class to check them in without it.

A family wants to sign on paper. Give them a paper copy, then select Record a paper copy on the child's forms. Once it's recorded, they can finish registering.

What's next

• Registration questions and waivers
• Running a class: the class page
• Attendance, check-in and the sign-in QR
• School settings
• Signing waivers and agreements (for families)