Add or Update Your Club Waiver and Terms

Add or update the club waiver and terms that members must agree to when creating an account, and learn where to find signed waiver and terms on member profiles.

Written By Isaac Buchanan

Last updated About 1 hour ago

Every member must agree to your club's waiver and terms before they can use Gymflow. A copy of the waiver and terms, along with the date they agreed to it, is stored on their profile for reference.

It's important to add your club waiver and terms before you have any users register or purchase memberships.

Add Your Club Waiver and Terms

Your waiver and terms is written directly in Gymflow using a rich text editor β€” no file upload needed.

  1. Go to Settings > General > Club

  2. Scroll down to the Waiver and Terms section

  3. Click + Create Waiver and Terms

  4. Type or paste your waiver content into the rich text editor. Use the toolbar to apply formatting such as headings, bold text, and lists

  5. Click Save in the bottom right when done

Don't want to start from scratch? The editor includes a ready-made template you can load and customise. Look for the Use Template option when the editor opens.

Update Your Club Waiver and Terms

There is only ever one active waiver and terms document in the system. To update it:

  1. Go to Settings > General > Club

  2. Scroll down to the Waiver and Terms section

  3. Click the pencil (edit) icon on the Club Waiver and Terms card

  4. Make your changes in the editor

  5. Click Save in the bottom right when done

If you update your club waiver and terms, the new version will apply to all new sign-ups going forward. We recommend notifying your existing members by email to let them know the waiver has been updated.

What Members See

There are three situations where a member will be asked to agree to the waiver and terms:

  • Self sign-up: When a member creates their own account via the web portal or Members App, they are shown the waiver and terms during registration and must agree before the account is created.

  • Purchase: When a member makes their first purchase via the web portal or Members App, they are shown the waiver and terms as part of the checkout flow and cannot complete the purchase without agreeing.

  • Staff-created account: When a staff member creates a user account from the staff portal, the member won't be asked to agree straight away. Instead, the next time that member logs into the app or web portal, the Onboarding flow will start and they will be required to agree to the waiver and terms before they can set up access or make a booking.

Viewing a Member's Signed Waiver and Terms

Once a member has agreed to the waiver and terms, a record is stored on their profile showing the waiver and terms text and the date they agreed. To view it:

  1. Search for the member and open their profile

  2. Go to the Profile tab

  3. Scroll down to the Club Waiver and Terms section to view or download the waiver they agreed to

The waiver and terms stored on a member's profile always reflects the version they agreed to at the time of signing. If you update your waiver, existing members retain a record of the version they originally agreed to.