Waivers and digital signatures

Overview

Mallard Bay supports waivers in two complementary ways:

• Interactive forms with a signature field — You build a form (including a Liability Waiver starter template), optionally attach it to specific listings and pricing packages so it is part of the booking workflow, and review answers—including signatures—on the form’s Submissions tab. When the system treats the form as an e-signature form, embed and website tooling use a dedicated e-signature script URL instead of the standard form script.
• Liability waiver documents (file or link) — These are outfitter documents (hosted file or external URL) that can be associated with listings and pricing packages. They surface on listing setup, on pricing package details when present, and under Outfitter documents on a booking when a URL is available.

Together, forms handle collecting structured data and digital signatures; outfitter documents handle publishing a static waiver file or link alongside trips. Many businesses use both: a PDF or link for the legal text guests can read, and a signature form for acknowledgment and record-keeping.

Prerequisites

• Access to Forms (/forms) to create and manage waiver-style forms.
• Access to Manage listing (/manage-listings and listing edit flows) to see which document is tied to a listing or package.
• Access to Outfitter settings under Booking & guest experience (where Outfitter documents lives) to view and manage document records and how they link to listings and packages.
• Confirm your team’s permissions for creating liability waiver documents and “What to expect” documents before relying on either workflow.

Step-by-step: Build a liability / signature form

1. Go to Forms and choose Add New Form.
2. Complete Basics:
   • Enter a name for the form.
   • Under Template, choose Liability Waiver. That loads a predefined set of fields: first name, last name, Email (required), Date (required), and Signature (required).
   • Fill Terms (rich text). For this template, the UI labels this section Terms and expects the terms and conditions of your liability waiver (not generic “description” copy).
3. Continue to Form details:
   • Listings & Pricing Packages — Turn on Would you like to add this form to a booking? When it is on, you can select which listings and pricing packages should carry this form into bookings. The in-product copy explains that this attaches the form to bookings for the selections you make.
   • If the form is attached to bookings, you can turn on Does each group member need to complete this form? (otherwise the form is oriented toward the host booker), and Is this form required? — when required, the copy states it is shown as required on the client trip details.
   • Do you want leads to be created from form submissions? — Optional; turning it on can add name/email-style fields for lead capture when configured.
   • Use Custom fields to add, remove, or reorder inputs. If you keep a Signature field, validation in the dashboard requires a required Email field on the same form.
4. Save to finish the wizard and return to Forms.

Step-by-step: Where guests sign and how you embed the form

• On the form detail page, the Details column includes Embed code instructions. The dashboard chooses between the standard form embed script and the e-signature form script based on the form’s is_e_signature_required flag returned by the API (the dashboard does not expose a separate manual toggle for that flag in the examined UI—it reflects how the form is configured, including signature fields).
• Website builder blocks that target a form pass through the same e-signature flag so the correct script is used for waiver-style forms.

Step-by-step: Review signed submissions

1. Open Forms, select your waiver form.
2. Use the Submissions tab (paired with Details on the form detail layout).
3. Open a submission to see submitted values, including the signature, rendered as read-only field data.

Guest e-signature consent: The data model includes fields such as agreement to an e-signature disclosure for submissions. Whether guests always see a separate consent step, and the exact wording, is not defined solely by this dashboard repo—that behavior is driven by the guest-facing app that consumes the same APIs.

Step-by-step: Liability waiver documents (PDFs or links)

• In Outfitter management, the Outfitter documents section groups Liability waivers and What to expect documents. Each document shows a name, and where applicable, counts or context for which listings and pricing packages it is tied to.
• From a booking detail page, when the booking inherits documents that include a hosted URL, an Outfitter documents block can list Liability waiver and What to expect links (only entries with a usable URL are shown in the examined UI).

Important caveat from the codebase: The outfitter documents screen’s primary add action wired in the UI opens a create flow for What to expect documents. Copy exists for “Add a liability waiver,” but this repository does not show a parallel in-dashboard create entry for new liability waiver documents the same way. If you do not see an add control for liability waivers, your workflow may rely on another process (for example operations or backend setup). Exactly how new liability waiver documents are first created for your account is not fully described in the examined dashboard code.

Listing and pricing package surfaces

• Manage listing — Under the listing’s operational / documents area, the dashboard shows at most one liability waiver and one “what to expect” document for display purposes (the implementation takes the first of each when multiple exist).
• Pricing packages — The package documents section follows the same pattern: it focuses on the primary liability waiver and what-to-expect entries when URLs exist.

Common pitfalls

• Signature without required email — Saving is blocked with a message equivalent to: “Forms with signature inputs must also include an email input set to required.” Add or mark Email as required, or remove the signature field.
• Expecting multiple waiver PDFs per listing in the listing UI — The listing and package summaries intentionally show a single primary liability waiver and what-to-expect document; additional documents may exist in the backend but are not all surfaced in those compact views.
• Confusing PDF links with signature forms — A document link on a booking or listing is not a substitute for form submissions; signed waiver forms are tracked under Forms → Submissions. Use both if you need a downloadable policy and a captured signature.
• /onboardings in this application — That area is used for Mallard Bay outfitter onboarding (subscription/sales-style flows), not guest trip onboarding packets. Do not assume the Onboardings page in this dashboard is where guest waiver packets are configured unless your organization uses the term differently elsewhere.

Related workflows

• Bookings — Forms attached via listings and pricing packages connect guest readiness (required forms, per-guest forms) to the trip record; waiver PDFs/links appear under Outfitter documents on the booking when URLs exist.
• Leads — Optional lead creation from standalone or embedded form submissions.
• Website — Embed waiver forms on your site; e-signature forms use the e-signature embed script automatically when applicable.
• Listings and availability — Documents and forms attach to what you sell (listings, packages), not to the calendar alone; keep listing and package setup aligned so the right waiver follows each product.