Managing event waivers

Event waivers help organizations ensure employees acknowledge important terms when attending in-person or virtual activities. Program admins can enable waivers for events created in Employee Groups, making it easy to collect consent before participation and supporting stronger risk management.

Permissions

Program admins can enable waivers within your program for Employee Group events. They can make them either mandatory or optional, but if they’re optional, group leaders must decide if a waiver is needed for each individual event.

Enabling and configuring event waivers

To enable event waivers:

1. Select Admin > Configure > Platform Setup in the Admin.
2. Go to the Event Waiver section at the bottom.
3. Turn ON the option labeled Make an event participation waiver available to leaders when creating an event, using the switch.Once enabled, several configuration fields appear.
4. Complete the following fields with all the information you want to include:

• Waiver text: Enter your waiver into the rich text editor. You can format the content as needed. There is a 15,000 character limit.Note: Only one waiver can be created and it will apply to all Employee Group events. To ensure broad relevance, consider using a general-purpose waiver.
• Waiver setting: Choose whether waivers are mandatory or optional:
  • Mandatory: Required for every event. Group Leaders cannot disable it for individual events. A checkbox appears automatically in the event creation form and is pre-selected.
  • Optional: Group Leaders can choose to enable or disable the waiver for each event. A checkbox appears in the event creation form for each event occurrence, which they can select or deselect. This is useful for mixed event types (for example, in-person vs. virtual).
• Call to action text: Enter custom wording that appears beside the checkbox employees use to confirm waiver acceptance.

5. Review all information and select Save at the bottom of the page.Note: To update the waiver in the future, return to the same Event Waiver section in Platform Setup. Make your changes and select Save to apply the updates.

Requiring members to accept waivers when RSVPing

When a waiver is required, it displays in a pop-up when a group member selects +Attend event.

To complete the RSVP:

1. The member must scroll through the entire waiver.
2. They must check the I agree box.
3. Only then will the Confirm button become active.

If someone closes the waiver —by selecting the X, clicking outside the window, or choosing Cancel—their RSVP is not recorded.

If someone cancels their RSVP and returns to RSVP again, they must accept the waiver again. Edits to the waiver text do not require existing RSVPs to be re-confirmed, but anyone who RSVPs again will see and accept the current version.

For recurring events, members must accept the waiver for each individual event occurrence. Acceptance does not carry over between occurrences.

If a waiver is added to an event after people have already RSVP’d, those existing RSVPs are not prompted to accept it. However, the waiver will apply to everyone who RSVPs from that point forward.

Reporting on waiver acceptance

Because participants must accept the waiver to RSVP, the RSVP list reflects only those who have agreed to the waiver terms.

There are two ways to report on who has RSVP’d:

1. Go to the specific event and select Manage attendance. Then, choose Export RSVPs for this occurrence.
2. Export an Event Attendance Report, and filter by the specific event occurrence you want to review.