<aside> BETA's participant forms are your gateway to gym entry. With the traffic light system, you will easily recognise if a participant hasn't signed your gym entry form, ensuring a smooth check-in process for everyone. In this example, a single U18 participant form was created.

For more information on checkboxes & multi-select fields in a form, have a look at this guide.

<aside> ⚠️ Attention, a form MUST contain a signature field to generate a .pdf - keep this in mind if you are using a form as a Acceptance of Risk (AOR) or a Liability Form.

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FAQs

• How can I set my induction video to be unskipable when signing my form/waiver?

• Why require Email Validation?

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Understand how Forms Expire when Participants Age Out

Forms will automatically expire if a participant no longer fits the age ranges you’ve set. This applies to both primary signers and dependants:

• Primary (adult/supervisor): If your minimum age is set to 18 and a participant’s profile no longer meets that criteria (for example, they turn 18 and the form was configured for under-18 only), the form will expire.
• Dependants (minors/supervisees): If a dependant reaches the maximum age limit you set (e.g. 17 on a U18 form), the form will automatically expire on their 18th birthday.

This ensures that forms always stay valid for the correct age groups without needing manual intervention.

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⤷ Form Settings

This section explains each setting in Participant Forms Settings and provides examples of how to use them.

General

Name

The name will show on your participant form widgets so please make it clear from the name who should be signing this form. Example: Adult Participant Form

Example: “Supervision Waiver” or “Birthday Party Booking Form.”

Form color (Hex code)

Use HEX codes to select the color of your form widget.

Example: #FF5733 for a bright orange waiver form.

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ATTENTION: When updating Form Settings, these updates will automatically apply to all submissions, including those that have already been completed.

• Rule-based settings auto-update: if you change a setting (e.g., maximum age), that new rule will immediately apply to all existing submissions tied to that form.
• Manual validations remain fixed: once a submission has been manually validated, it stays validated.

✅ Best Practice: Before making changes to Form Settings, double-check how the new rules will affect existing submissions. This helps avoid unexpected validation outcomes across your dashboard.

For Example:

If you change a form originally set for U18 participants to U16, every existing submission for that form will now be re-validated under the new U16 rule.

If you do not want updated rules to affect past submissions, create a new form instead of editing the existing one.

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Validation

Require email authentication

The primary signee must confirm their email before the form is validated. (we suggest that this is turned on!)

Example: Use this for legal waivers to ensure the signer’s identity is verified, and that their is collected.

Require manual validation

Staff must manually validate to approve the form before it’s active.

• Example: Use this when supervisor qualifications need to be confirmed by staff. </aside>

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1️⃣ Primary: Adult or Supervisor Details

This section allows you to control the for the “primary” participant/Adult/Supervisor.

• How will this display in the climber profile?

Example: Set to 18 if the primary must be an adult. | | Automation: Issuing Proficiencies When a Form is Signed | Automatically assign a note/proficiency when the form is completed. Applies only to the primary. This automation links a specific form to a predefined proficiency. When a visitor submits the form: • The corresponding proficiency is automatically added to their profile. • No manual action is needed—unless validations are in place.

*Example: Set to Supervisor so that adults signing a supervision form are tagged accordingly.

**Business*** tier or higher. | | Does this form advance the Profile’s Form Status? | Determines whether completing this form updates the participant’s overall status (e.g., validated, approved).

⚠️ Important: Use this for forms like Acknowledgment of Risk (AOR), but do not use for Booking Forms or any form that should not change profile status. | | Primary Participant details prompt | The label shown for primary, allows for form localisation.

Example: Change “Participant” to “Supervisor” for a supervision form, by default it will display Adult or supervisor details | </aside>

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2️⃣ Dependants: Minor or Supervise Details

This section allows you to control the for the “Secondary” Minor or Supervise Details, BETA will show the “linked” dependant/s in the Form section of the Profile.

• How will this display in the climber profile?

Example: Set to 1 if the form must always include at least one child. | | Maximum No. dependants | The highest number of dependants allowed on the form.

Example: Set to 2 if one adult can only supervise up to two minors. | | Minimum age (Dependants) | Youngest age allowed for dependants.

Example: Set to 5 to only allow children aged 5+ to be added. | | Maximum age (Dependants) | Oldest age allowed for dependants.

Example: Set to 17 if minors must be under 18. | | Issue proficiency (Dependants) | Automatically assign a note/proficiency when the form is completed. Applies only to the Dependant/s. This automation links a specific form to a predefined proficiency. When a visitor submits the form: • The corresponding proficiency is automatically added to their profile. • No manual action is needed—unless validations are in place.

Example: Set to Novice so that Minor or Supervisee Details *are tagged accordingly.

**Business*** tier or higher. | | Does this form advance the Profile’s Form Status? | Determines whether completing this form updates the participant’s overall status (e.g., validated, approved).

⚠️ Important: Use this for forms like Acknowledgment of Risk (AOR), but do not use for Booking Forms or any form that should not change profile status. | | Dependant details prompt | The label shown for dependants, allows for form localisation.

Example: Change “Participant” to “Child” or “Climber” , by default it will display Minor or Supervisee Details.** | </aside>

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** Does this form advance the Profile's Form Status?

This setting controls whether submitting a form updates the visitor’s Form Status, which is used to determine if they’ve completed key agreements like waivers or Acknowledgment of Risk (AORs).

• Enable this if the form includes any liability-related content, such as a waiver, AOR, or anything that governs access to climbing or facility use.
• Disable this for forms used purely to collect information, such as shoe size, event signups, or product bookings, these do not impact access and shouldn't change the profile’s status.

ENSURE THAT THIS SETTING IS DISABLED IF YOU ARE USING THIS AS A BOOKING FORM TO SOLELY GAIN INFORMATION.

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Attention re. Manual Validation and Email Verification Required

If manual validation is enabled, staff must approve the proficiency before it's fully granted; additionally, if email verification is required, the visitor’s email must be validated, either by the visitor or manually by staff.

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⤷ Example Form Configurations

Unsure where to start, here are some very common form types for climbing gyms, their behaviour and relevant Form Settings.

• General 18+ Form, and U18 Minor Optional
• 18+ Form, and U18 Minor is Required Form
• Booking Form, No Age, or validation
• Proficiency Instructor Form – Auto-Issuing a Lead Belay Proficiency

⤷ Editing Form Content

› Form Input Types