To try out Access waivers, email us at product@amilia.com
The access waiver for Access Management lets you block access to your facilities unless the participant has agreed to a user agreement (such as an injury waiver). It also allows for adults (only) to accept a waiver at the Visitor kiosk.
1. Create an access waiver
An access waiver form consists of one or more 'User agreement' extra questions. You must first create an access waiver form, before linking it to an access point.
Go to the Account>Forms subtab:
Click New form and then Access waiver (available for Access Management).
On the config form, name the access waiver (only visible to admins).
Click Add question to choose from your existing list of 'User agreement' extra questions. This article explains how to create this type of extra question.
Although 'User agreement' extra questions have an agreement frequency, the access waiver must only be accepted once.
Add as many 'User agreements' as needed. Participants must agree to each one.
Save your work.
❗ If the latest person gave proper consent to the 'User agreement' extra question on another form or access waiver, they won't need to consent again.
2. Link an access waiver to the access point
Once the access waiver is ready, you may link it to your access point.
Go to the Access Management tab:
Select an existing access point or create a new access point.
Click on Settings to open the access point's config window.
Scroll to the Settings section to choose the required access waiver.
Save your work.
3. What to expect at check-in
Entry is granted to participants if the latest consent on the access waiver is provided by the proper person. Entry is denied if it is not. Adults can accept an access waiver at the Visitor kiosk, but children cannot. Admins can monitor consent from the check-in overview and may accept an access waiver on the adult or child's behalf.
- An adult accepts an access waiver at the Visitor kiosk - 
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Click below to see what happens at check-in when an access waiver is required.
When a child checks in at the kiosk
When a child checks in at the kiosk
When a child uses their Amilia ID to check in at the Visitor kiosk, SmartRec sees if the access waiver was last accepted by their Primary (R1) or Secondary (R2) guardian, or an admin (after August 14th 2024). If proper consent wasn't given, the child must go to the front desk, where an admin may or may not agree to the access waiver on their behalf.
If proper consent was given, the child may use the kiosk as usual.
If proper consent wasn't given, a warning message appears on the kiosk informing a waiver must be signed. The child must proceed to the front desk.
When an adult checks in at the kiosk
When an adult checks in at the kiosk
When an adult uses their Amilia ID to check in at the Visitor kiosk, SmartRec sees if the latest consent given was by the adult or an admin on their behalf. If proper consent wasn't given, the adult must agree to the access waiver before they can proceed.
If proper consent was given, the adult may use the kiosk as usual.
If proper consent wasn't given, the access waiver must be accepted at the kiosk before they may proceed.
When an admin checks in a participant
When an admin checks in a participant
When an admin scans a participant's Amilia ID or uses the Visitor check-in field to search, SmartRec sees if the access waiver was last accepted with the proper consent. If proper consent wasn't given, the admin may accept the access waiver on behalf of the participant.
If proper consent was given, the admin may check in the participant as usual.
If proper consent wasn't given, access is denied. To accept the waiver on their behalf, the admin must open their profile, expand the Extra questions section to locate the waiver, and click 'Read me', followed by 'I accept', then Save.
Refresh the screen to see the timestamp of who agreed and when.
Return to Access Management and check in the participant as usual.
4. How to pull up a participant's access waiver
Admins see a field for the access waiver in every client's profile once it's been linked to an access point, regardless of when the event occurs. Here's how to see it:
Find the participant's profile in the Clients>Account Members subtab.
Click on the account member, and in the Forms field, select the access waiver.
Scroll to the Extra Questions and click the Download icon to obtain a copy.
Careful! If an admin clicks 'Read me' and then 'I accept', the record of the agreement is replaced with the admin's email and a new timestamp. Simply click 'Close' to dismiss the waiver.
🚧 For now, clients can't see the access waiver in their personal account. They can only see a 'User agreement' extra question if it was linked to a registration or purchase form they completed. Stay tuned for improvements on this!
5. Frequently Asked Questions
1. How is an Access Waiver different from a User agreement?
An access waiver can only be used with Access Management, as a blocking method at an access point. It's made up of one or more 'User agreement' extra questions.
The 'User agreement' extra question is normally used on registration and/or purchase forms to collect informed consent when clients register to an event.
Access Waiver in Access Management | User Agreement at checkout |
Only used with Access Management | Prompted in the store, at checkout |
Must only be accepted once | Can choose agreement frequency |
Not visible in the personal account | Visible in the personal account |
Unavailable on client reports | Available on client reports |
2. Where do I configure the waiver title as seen by clients on the Kiosk?
The title of the waiver as seen at the Kiosk is actually the 'Question' field on the User Agreement's configuration form. To access this field, go to the Account>Forms>Extra questions subtab and click to open the User agreement edit window.
3. What if there's more than one User agreement on the access waiver?
You can add as many User agreement extra questions as you'd like to your access waiver.
Clients will see the extra questions and must click and agree to each one individually. When they've accepted, a green check mark appears to show it's been accepted.
When admins check the waiver in the client's profile, they'll see a 'Read me' button next to each extra question on the access waiver.
4. What's considered proper consent for an adult or child participant?
Unless proper consent is given on an access waiver, entry will be denied. In addition, it must be the last consent (i.e., the most recent) that needs to be provided by the right person. If proper consent was given, but then another person accepts the access waiver, this overrides the previous agreement.
Here's a breakdown of what's considered proper consent for adult and child participants.
When an adult arrives for check-in at the access point
SmartRec checks if the access waiver was accepted.
Entry is granted if the waiver was accepted by the adult or an admin.
Entry is refused if the waiver was accepted by another adult (i.e., in a shared account) or wasn't accepted at all.
If entry is refused, the adult can accept the access waiver at the kiosk, or have an admin at the front desk accept on their behalf.
When a child arrives for check-in at the access point
SmartRec checks if the access waiver was accepted.
Entry is granted if the waiver was accepted by the Primary (R1) or Seconday (R2) guardian, or an admin.
Entry is refused if the waiver was accepted by another adult (i.e., in a shared account) or wasn't accepted at all.
If entry is refused, the child must see an admin at the front desk who can accept on their behalf. Please note that entry is refused if an admin accepted the waiver on the child's behalf prior to August 14th 2024. However, if the admin accepts the waiver on the child's behalf after this date, entry will be granted.
5. What if the 'User agreement' was accepted before it was on an access waiver?
An Access waiver is made of User agreement extra questions, and can be used to block participants from entering your premises unless they've accepted your agreement.
The 'User agreement' extra question you link to your access waiver can be used on a registration or purchase form. If the User agreement has already been accepted with proper consent in the past, then participants won't need to accept it again.
* Last updated in September 2024
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