📝 Overview

The Missing Forms & Waivers notification makes it easy for customers to stay on top of any outstanding requirements for their upcoming sessions. When someone has a future booking or an active membership and still needs to complete a form or sign a waiver, they'll be notified via email and directed to a quick, straightforward workflow to get everything taken care of. This helps ensure they're fully prepared and ready to participate in their session.

This guide explains how the notification works, how to set how often it sends, how to send it manually while registering a customer, and how customers complete their outstanding items from the customer site.

💡 New to forms and waivers? See the difference between forms, waivers and policies here.

📥 Setting up your notification

A customer meets the criteria for this notification when they have an upcoming event registration or an active membership that requires a form to be completed, or waiver to be signed, and that form or waiver is still outstanding.

TeamUp provides you with a template email which you can use, so it can send without any setup on your part.

To review or adjust it, head to the Notifications section ➜ Forms and Documents, then click on Detail to the right of the Forms and Documents: Missing Forms and Waivers notification.

Click the arrow to learn more about configuring the notification

Selecting Details opens a preview of the notification, including its frequency setup and email placeholders. Selecting Edit takes you through each step.

🔊 Frequency

The first step sets how often the notification sends.

1️⃣ Send one time

By default, the notification sends once, as soon as a customer meets the criteria. If you keep this option, each customer receives it a single time.

🔢 Send recurring

You can choose to send the notification on a repeating schedule instead. The first email sends as soon as the customer meets the criteria, then repeats on the interval you set until the customer no longer has outstanding forms or waivers.

📧 Email content

The next step is the email itself, which comes with a ready-made template. You can edit the copy if you wish.

Enter your Email Subject. You can click on the + Add Placeholder option to the left of the subject field in order to select a placeholder to add.
Add the email content, using placeholders where needed, to let the customer know they have forms and waivers that still need to be completed or signed.

🔹Keep the completion link placeholder in the email when making changes. This placeholder generates the link customers use to access and complete their outstanding forms and waivers. The notification cannot be saved or previewed without it.

🔹You can also enhance the email you're drafting using the "Enhance with AI" feature.

👀 Preview Notification

Before publishing, you can preview the email to see how it will appear to customers, along with the configured sending frequency. You can also preview the email with sample values to see how placeholders will be populated, giving you a better idea of the email your customers will receive.

If you need to make any corrections, you can click on Back, and make changes before you come back to the preview screen.

Click on Confirm, and the email notification is now ready.

📆 Sending the notification manually

You can also send the missing forms and waivers notification by hand while registering a customer from within the event you register them to.

Once you click on the Send Missing Forms/Waivers Email button under the customer's name, the email you created above will be sent to them immediately.

💡 For more on registering customers from the calendar, see the guide here.

🧑‍💻 The customer experience

When a customer has outstanding forms or waivers, a banner appears across the customer site to guide them to complete their items.

The banner shows on the customer site whenever the customer has an upcoming registration or an active membership with an outstanding required form or waiver.

When the customer chooses to complete their forms and waivers, they are taken into the workflow to finish their outstanding items.

❓ Frequently Asked Questions (FAQs)

Find answers to common questions or additional details that may not be covered in the main instructions.

Click the arrow to view frequently asked questions

Which customers receive the missing forms and waivers notification?

Click the arrow to see the answer

Customers receive it when they have an upcoming event registration or an active membership that requires a form or waiver, and that form or waiver is still outstanding.

How often is the notification sent?

Click the arrow to see the answer

By default it sends once, as soon as the customer meets the criteria. You can set it to send on a repeating schedule instead, in which case it continues on your chosen interval until the customer no longer has outstanding forms or waivers.