Participants & Waivers

WebWorkstation

Participants represent the people taking part in a booking. They are useful for group bookings, individual check-in, waivers, and other required forms.

Add and link participants

You can add participants while the booking remains active. Record the participant name and, when possible, link the CRM contact. A linked contact lets Sales evaluate form submissions for that person.

Link each participant to the booked items they are using when the booking has multiple services or people. Those item links determine which product form requirements apply to that participant.

You can update, remove, and link participants while the booking is not Cancelled, No Show, or Completed. Terminal bookings do not accept participant changes.

Required forms

Configure required forms on the bookable product. Each requirement specifies a form, its validity rule, and whether Sales checks the responsible party or every participant.

Validity rule	Current meaning
Once	One submission remains valid.
Duration	A submission is valid for the configured period.
Year	A submission is valid for the calendar year.
Date	A submission is valid relative to the configured recurring date.
Session	A new submission is required for every booking.

Use Responsible Party when one responsible contact supplies the form. Use Each Participant when every linked participant requires a separate submission.

Check form status

Review a booking item's form status to see whether required submissions are valid, missing, or expired. The status identifies the participant, linked booked item, and required forms.

Sales enforces required forms when a checked-in booking's sales tab is closed. A checked-in participant without a required valid form keeps the tab from closing until the requirement is resolved. Check form status before closing the sale rather than relying on a payment-stage warning.

Check in participants

Checking in a booking records the booking arrival. Individual participant check-in is also available when members of a group arrive at different times. Participant check-in timestamps remain part of the booking record.

Form administration

Create and publish each form in Form Builder. Then add the form as a requirement on the relevant bookable product, where you set its validity rule and whether it applies to the responsible party or each participant.