Now that your system is configured, it's time to set up waivers and guest pass products. These tools help you manage compliance requirements and generate additional revenue for your community.
Table of Contents
Understanding Guest Pass Products
Configuring Guest Pass Products
How Residents Purchase and Use Guest Passes
Staff Check-In Procedures for Guests
Setting Up Waivers for Residents
Using Tags to Track Waiver Completion
Understanding Guest Pass Products
Member Splash uses digital guest credits instead of traditional paper guest passes, making it easier for residents to bring guests to community amenities and for staff to track guest usage. Guest credits work as single-use passes that get deducted from a resident's account each time they check in a guest. Residents can purchase guest credits in two ways:
in advance through their member portal, where credits are added to their account for later use, or
at the front desk during check-in for immediate use.
This flexibility allows residents to plan ahead for frequent entertaining or make spontaneous purchases when guests arrive.
If you completed your questionnaire about guest passes during onboarding, Member Splash has already configured the basic guest pass products for you. However, it's important to review these settings and understand how the system works so you can make adjustments based on your community's specific needs and preferences.
Configuring Guest Pass Products
Member Splash supports different types of guest pass products to accommodate various resident needs. The most common setup is a single guest pass product that awards one credit per purchase, with optional quantity selection allowing residents to buy multiple passes at once. For residents who frequently host guests, you can offer "books" of guest credits, such as a 10-pack at a discounted rate, which awards all credits at once and provides better value for your regular entertainers.
To review or modify your guest pass products, you'll need to understand the key configuration settings. Each guest pass product requires a Fee Type set to "Guest Fee" (this is critical for the system to recognize it as a guest credit product), flat rate pricing that determines the cost per pass or per book, and guest pass options where you specify how many credits are awarded per purchase. You can also configure product options such as whether to show a quantity selector on the front end and set maximum quantity limits to prevent excessive purchases. For detailed step-by-step instructions on building or modifying guest pass products, see the article on How to Build a Guest Pass / Credit Product.
In addition to pre-purchase options, you'll want to configure your front desk settings to allow staff to sell guest credits on-site. Set your price per credit for front desk purchases, choose which payment methods staff can accept (bill to account, cash, check, credit card, or comp), and select the default payment method that will be pre-selected at checkout. You can also enable or disable options like manual credit overrides, no-charge visits, and whether guest names are required at check-in. For complete details on front desk configuration, see Guest Pass Products & Settings at Front Desk Check-in.
How Residents Purchase and Use Guest Passes
Residents have two convenient options for obtaining guest credits in Member Splash.
Option 1: Pre-Purchase Online via Member Portal (if a product is configured). Residents can purchase guest credits in advance through their member portal at any time, if you've configured guest pass product(s). When they complete a purchase, the credits are immediately added to their account and remain available until used. Residents can see their available credit balance in their account summary, and these credits automatically roll over to the next year unless your board has a different policy. When residents arrive at the pool or amenity with guests, they simply inform front desk staff that they have guest credits available on their account, and staff will deduct the appropriate number of credits during the check-in process.
Resident Portal Views:
Option 2: Purchase at the Front Desk. The alternative is purchasing guest credits at the front desk at the time of check-in. When a resident arrives with a guest but has no credits available, staff can sell credits on the spot using the configured payment methods. Staff pull up the resident's account at the check-in screen, click "Add Guests," enter the number of credits to purchase in the purchase section on the left side of the screen, select the payment method, and complete the purchase. The credits are immediately added to the account and can be used right away to check in the guest. This process takes just a few seconds and ensures no one is turned away simply because they didn't pre-purchase credits.
Check In Views:
Setting Up Waivers for Residents
Waivers are essential for HOAs to manage liability and ensure residents acknowledge community rules and safety guidelines. Member Splash makes it easy to require waivers before residents can access amenities or complete certain actions on their account.
🚨If you completed your questionnaire about waivers during onboarding, Member Splash has already configured your waiver settings to require completion. However, you will need to update the actual waiver terms and verbiage to reflect your community's specific language, rules, and legal requirements.
Waivers in Member Splash can be set as "required," which forces residents to sign them before they can make payments or access certain features. When a resident logs into their account and has an incomplete required waiver, it appears highlighted in red and must be completed before proceeding. This ensures compliance without requiring manual follow-up from staff or administrators. Once a resident completes a waiver, it no longer appears on their member screens but remains on file in the system. Staff can verify waiver completion at the front desk check-in screen in the "Completed Forms" section, confirming the resident has met all compliance requirements before allowing amenity access.
The waiver process flow is simple and automated. When residents log into their Member Portal, they see any required waivers highlighted prominently. They click on the waiver, review the terms, electronically sign by typing their name and clicking the signature checkbox, and submit the form. The system immediately records the completion, removes the waiver from the resident's to-do list, and makes the completion visible to front desk staff. For detailed instructions on creating or modifying waiver forms, including customizing the language and terms, see How to Create a Waiver Form. For information about the complete waiver process flow from the resident's perspective, see The Process Flow on Waiver Forms.
Resident Portal View
Check In View:
💡Pro tip: Be strategic about how many waivers you make "required." While it's important to ensure compliance, too many required waivers can create friction in the resident experience and may slow down the onboarding or renewal process. Consider which waivers are truly essential for liability protection versus which could be optional or informational.
Using Tags to Track Waiver Completion
Account tags provide a powerful way to track which residents have completed waivers and to automate reporting and access control based on waiver status.
Member Splash can automatically add or remove tags from accounts when residents complete specific waivers, allowing you to quickly identify compliance status across your entire community without manually checking individual accounts.
To set up automatic tagging for waiver completion, you'll configure the waiver form to add a specific tag (such as "2025 Waiver Complete") when a resident submits the form. This tag then appears on the resident's account and can be used in reports, bulk actions, and access control rules. For example, you might create a report showing all accounts without the "2025 Waiver Complete" tag to identify which residents still need to complete the annual waiver, or you could use tags to trigger automated email reminders. At the start of a new season, you can use bulk actions to remove the previous year's waiver tag from all accounts, which will cause the required waiver to reappear for all residents who need to complete the new version.
Tags are also valuable for tracking engagement and planning amenity usage. By running reports filtered by waiver completion tags, you can estimate how many households are likely to use the pool or other facilities during the season. This helps with staffing decisions, capacity planning, and understanding which residents are actively engaged with the community. For more information about configuring automatic tags on waiver forms and using them for reporting, see Waiver Forms - Reporting with Account Tags.
Next Steps
Now that you understand waivers and guest pass management, you're ready to learn about ongoing operations. In Part 3: Monthly Operations & Account Management, you'll learn:
Monthly workflow for reviewing and updating accounts
Using delinquency reports and other key reports
Email communication best practices
Bulk account updates
Staff check-in protocols
Guest pass sales and usage reporting
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