Set up a guest waiver that guests fill out on their phones by scanning a QR code at your front desk. You install the waiver form from the Member Splash Template Library, customize it, embed it on a page, and print a QR code that links to that page.
Step 1: Install the "Waiver - Guest" Template
Go to Content > Gravity Forms.
Click MS Form Templates Library at the top of the Forms page.
Browse or search for Waiver - Guest.
Click the Preview icon (eye) to review the form.
Click Install. The form appears in your forms list with the title you gave it during installation.
Note: The template includes fields for guest information and waiver language, and you can change anything after installing. A copy of each completed waiver goes to the club's admin email and to the email address the guest enters.
Step 2: Update the Waiver Terms
Go to Content > Gravity Forms, hover over the Waiver - Guest form, and click Edit.
Update the Terms & Conditions / Liability Waiver terms.
Update or remove the Photo / Video Release terms.
Update or remove the Health & Safety Acknowledgement terms.
Update or remove the Guest Responsibilities terms.
Review the other fields (name, email, phone, emergency contact) and adjust as needed.
Click Update to save.
Step 3: Embed the Form on a Page
Go to Content > Pages and add a new page.
Name it Guest Waiver or Daily Guest Registration.
In the page editor, click the Add Form button and select the guest waiver form. See How to embed a Gravity Form into a WordPress page.
Add any intro text above the form if you like (for example, "Please complete this waiver before your visit").
Set the page visibility to Public and click Publish.
Copy the page URL from your browser's address bar (for example,
yourdomain.com/guest-waiver).
Step 4: Generate a QR Code
Open a free QR code generator, such as QR Code Generator (qr-code-generator.com), QRCode Monkey (qrcode-monkey.com), or The QR Code Generator (the-qrcode-generator.com).
Paste your waiver page URL.
Scan the QR code with your phone to test it.
Customize it if you like (add your logo, match your colors).
Download it as a high-resolution PNG or PDF (at least 300 DPI for printing).
Step 5: Create Front Desk Signage
Open Word, Canva, or your preferred design tool and insert the QR code.
Add clear instructions. Example:
GUEST WAIVER
Scan to Complete
1. Scan this QR code with your phone camera
2. Complete the waiver form
3. Check your email for confirmation
4. Show your confirmation to staff on return visits
Questions? See front desk staff.
Print on cardstock or laminate it for durability.
Consider printing several copies.
Tips for Success
Test thoroughly: scan the QR code with several devices before printing.
Train staff: make sure the front desk asks returning guests for their waiver confirmation.
Accessibility: keep a paper waiver for guests without smartphones.
Data management: review guest waiver submissions regularly in the form's Gravity Forms entries.
Troubleshooting
QR code doesn't scan
Use a high-resolution image (300+ DPI).
Check that the URL is correct and the page is published.
Try a different QR code generator.
Form not showing on the page
Check that the form is set to Active in Content > Gravity Forms.
Guests not getting the confirmation email
Check spam folders.
Check that notifications are turned on in the form's settings. See Confirmations and Notifications on Gravity Forms.
Test with your own email address first.