The problem
A community non-profit runs events where dozens of volunteers show up: park clean-ups, food drives, sports days. Each volunteer needs to sign a waiver and a code of conduct. Paper sign-in sheets get rained on, signatures are unreadable, and nobody is sure later whether a particular volunteer signed. Sending individual emails is impossible when you do not know in advance who is coming.
How they set it up
- 01Build the waiver template
Upload your volunteer waiver and code of conduct. Add fields for name, email, phone, emergency contact and a signature. Mark the key fields as required.
- 02Handle minors
Add an Age group dropdown. Use Show only if so a parent or guardian name and signature appear when the volunteer is under 18. Check with your insurer or lawyer about waivers for minors in your province or state.
- 03Create a public signing link
Turn the template into a public signing link. Set a limit on the number of signers and a closing date after the event. Each person who opens the link gets their own copy.
- 04Share it everywhere
Put the link on your event page and in your sign-up email. Print a QR code for the check-in table so walk-up volunteers can sign on their own phone in a few minutes.
- 05Keep the check light
Use an email code. Volunteers you do not know in advance confirm their email, sign and get a copy straight away.
- 06Check people in
On event day, the coordinator opens the list of completed waivers on a phone and checks names as people arrive. Anyone not on the list scans the QR code.
What changes
Volunteers sign before they arrive or in a minute at the check-in table, and the coordinator has a clear list of who has signed. No paper sheets to collect, read or store. Each signed waiver has a certificate showing when it was signed and the email used, which helps if a question comes up after an incident. Note that whether a waiver protects your organisation depends on its wording and local law, not on how it is signed.