Participants & Waivers

WebWorkstation

For many bookings, you need to track the individual people who will be participating — not just the customer who is paying. Participant tracking lets you record who is in each booking, collect required forms like waivers and medical questionnaires, and check in each person individually.

When to Use Participants

Participant tracking is optional. You do not need it for simple one-person appointments (a haircut, a solo lesson). It becomes valuable when:

• Multiple people are in one booking — A family booking a group flight, a party booking bowling lanes.
• Forms or waivers are required — Each person needs to sign a waiver or complete a medical form.
• Individual check-in is needed — You need to know which specific people have arrived.
• Per-person details matter — Recording weight, shoe size, experience level, or other information for each participant.

Adding Participants

Participants can be added to a booking at any point before the booking is completed. For each participant, you can provide:

• Name — The participant's name. If linked to a contact in your CRM, the name is pulled automatically.
• CRM Contact (optional) — Link the participant to an existing contact record. This enables form tracking and keeps a history of their bookings.
• Email and Phone (optional) — Contact information for the participant.
• Age (optional) — Useful for activities with age requirements.
• Additional Details (optional) — Custom information like weight, shoe size, experience level, or any other relevant data.

Linking Participants to Contacts

When a participant is linked to a CRM contact, the system can:

• Automatically check their form submissions (waivers, medical forms).
• Show their booking history.
• Pre-fill their name and contact information.

If a participant is not linked to a contact (for example, a walk-in who has never visited before), they can still be added by name, but form tracking will not be available until a contact record is created.

Linking Participants to Items

Each participant can be linked to specific items in the booking. This is useful when different participants are on different products. For example:

• A family books two "2-Minute Flights" and one "4-Minute Flight." You link Mom and Dad to the 2-minute flights, and the teenager to the 4-minute flight.
• A group books 3 "Beginner Lessons" and 1 "Advanced Lesson." You link the beginners to their lesson and the experienced member to theirs.

Linking participants to items determines which product's form requirements apply to each participant.

Required Forms

Products can require customers to complete forms before participating. This is managed through the product's Required Forms setting (see Bookable Products). Common uses include:

• Liability waivers — "I acknowledge the risks of indoor skydiving."
• Medical questionnaires — "Do you have any health conditions that might affect participation?"
• Consent forms — Parental consent for minors.
• Information forms — Experience level assessment, equipment sizing, etc.

How Form Requirements Work

When a product has required forms, the system checks whether each participant has a valid submission on file. A form is "valid" based on the validity rules you configure:

Complete Once

The form only needs to be completed one time, ever. Once a participant (or their responsible party) has submitted the form, they never need to do it again. This is suitable for forms that do not expire, like a one-time acknowledgment.

Valid for a Duration

The form is valid for a set period after submission. For example, "valid for 1 year" means the participant must resubmit if their last submission is more than a year old. You can set the duration in days, months, or years.

Example: A medical questionnaire valid for 6 months. If a customer last completed it 4 months ago, they are good to go. If it was 8 months ago, they need to fill it out again.

Valid for the Calendar Year

The form is valid from January 1st through December 31st of the year it was submitted. Participants need to resubmit each new year. This is useful for annual waivers or season-based agreements.

Valid from a Specific Date

The form is valid from a recurring date each year. For example, if your insurance renewal is March 1st, you might require a new waiver signed on or after March 1st each year. The system looks back up to one year from the anchor date.

Per Session

The form must be completed fresh for every booking. This is the strictest mode — even if the customer filled out the form yesterday, they need to do it again for today's booking. Use this for pre-activity health checks or same-day consent forms.

Who Needs to Complete the Form

Each form requirement specifies whose submission to check:

• Responsible Party — The person responsible for the participant completes the form. This is the participant themselves for adults, or a parent/guardian for minors. A parent signing one waiver can cover all their children.
• Each Participant — Each individual participant must have their own submission. Use this for forms that are truly personal, like a medical questionnaire that asks about the individual's health.

Checking Form Status

You can view the form status for a booking at any time. The system shows each participant, the forms required by their linked products, and whether each form is complete, missing, or expired.

• Complete — A valid submission is on file. No action needed.
• Missing — No submission found, or the submission has expired. The participant needs to complete the form.

Form Enforcement

Form status is checked at two key points:

• At check-in — When checking in a booking, you will see warnings if any participants have missing or expired forms. This gives staff a chance to have customers complete forms before the activity begins.
• At payment — If participants who have been checked in still have missing forms when the transaction is being completed, the system alerts staff. This serves as a final safety net.

TIP

Forms are managed through ZynoSuite's Forms module. You can create and customize forms there, then reference them as requirements on your bookable products. See the Forms documentation for details on building forms.

Removing Participants

Participants can be removed from a booking as long as the booking has not been completed. Removing a participant unlinks them from all associated items in the booking.

Checking In Participants Individually

When a booking is checked in, all participants are checked in together by default. However, you can also check in participants individually as they arrive. This is useful for group bookings where members may arrive at different times.

Each participant's check-in time is recorded and preserved through all subsequent status changes.