How to require an eSignature on Terms & Conditions and view signed waivers

Set Enable eSignature to Yes on a Terms & Conditions document, and families sign it in a box at checkout instead of checking a box. Each signature is kept with the registration: open it from the registration's Edit Enrollment page or the order, and export who signed with the Enrollment Information report.

Applies to: Org admins · Enhanced, Elite and Enterprise plans · Program, membership and facility reservation Terms & Conditions

Where: Programs > Configurations > Terms and Conditions (Enable eSignature); Customers > Account Management > Search > (customer) > Enrollments > Edit Enrollment (signed terms)

To create Terms & Conditions and add them to a program, see How to add Terms & Conditions (waivers) to a program, and update or remove them. This article covers only the signature. TeamSideline's own Terms of Use are a different thing, explained in Accepting TeamSideline's updated Terms (what admins, parents and coaches see at sign-in).

Require a signature

Go to Programs > Configurations > Terms and Conditions. Click Add T's & C's for a new document, or the Edit icon (pencil) on an existing one.
Set Enable eSignature to Yes. Agreement Text fills in with "By signing below, participants agree to all above terms and conditions." Change it if you like, up to 250 characters.
Set Optional to No, so families must sign to register.
Click Save. You see "The Terms and Conditions have been updated."
If the document isn't on the program yet, add it on the program's 2 Configuration page, as the article above explains.

What you'll see: a signature icon next to the document's name on the Terms and Conditions list. Saving an existing document makes a new revision, and every program that uses it switches to it at once: new registrations sign, and people who already registered aren't asked to.

Memberships and facility reservations work the same way. Their terms have their own Enable eSignature: on the membership's Terms tab (Programs > Configurations > Memberships), and on Facility Reservation > Configurations > Terms and Conditions. Add-on (Buy Item) terms have no eSignature option.

What families see

At checkout, the document's name is the heading and its text is in a scrolling box. Under Agreement, they see your agreement sentence, a box to sign in with a mouse or a finger, "Signed By:" with the name of the person signed in, and "Date:" with today's date.
The person signed in signs for the participant. There's no separate signature for a child: the record reads "Agreed to by" the account holder "on behalf of" the participant, so word your Agreement Text that way, for example that a parent or guardian agrees for the participant.
They sign once for each registration that uses the document, even when two are in the same cart.
Without a signature, checkout stops with "You must sign the Agreement box to show you agree to the "(name)" Terms in order to enroll for this Item." With Optional set to Yes, they can leave the box empty and still register, and the document is recorded as not accepted.

See a family's signature

Go to Customers > Account Management > Search, find the customer and click their name.
Click Enrollments, then the Edit Enrollment icon (pencil) on the registration.
On the Edit tab, scroll to Terms. Each document is listed with its Revision Id, Description, Accepted (Yes or No) and Updated By, the person who checked out.
Click View Revision (the magnifying glass) on the document.

What you'll see: the document's text as it was accepted, the signature, and "Agreed to by:" with the signer's name, the program and the order date, plus "on behalf of" and the participant's name when someone else signed. Click Back to return to Edit Enrollment. The page has no print button: use your browser's Print to save it as a PDF.

You can also open signed terms from the order: on the customer's Account Overview, click View Order on the order, then a document's name next to "Terms:" under the item. That's where signed membership and facility reservation terms are.

Export who signed

Go to Reports > Report Exports and click Enrollment Information.
Choose the Type and the programs as for any export.
Under Columns, move "(t)" followed by the document's name to Show these fields in this order. Add the "(t) … Revision" column too to see which revision each registration accepted.
Choose an Export Type and click Export.

What you'll see: one row per registration. The document's column shows Yes when it was accepted (signed, for an eSignature document), No when it wasn't, and is blank when the registration wasn't asked, for example because it came before you added the document. The export doesn't include the signature itself; use View Revision for that. For players on Team Registration plus Roster rosters, the Roster Enrollment report has the same columns.

How families see what they signed

On your website, My Account > Order History: they click View Order (the magnifying glass) on the order, then the document's name next to "Terms:" under the registration. It opens with their signature and "Agreed to by". The order confirmation page right after checkout has the same links.
The order confirmation email names each document they accepted, linked to its text, without the signature.
Their own Edit Enrollment page, under My Account > Enrollments, doesn't show terms.

If it doesn't work

Enable eSignature isn't on the page. Your plan doesn't include it (Enhanced, Elite and Enterprise), or your admin role doesn't include Terms and Conditions eSignature. Ask an admin who manages roles, or contact TeamSideline Support about your plan.
A family registered without signing. The document is Optional, an admin placed the order, or they registered before you turned on eSignature. Edit Enrollment then shows Accepted No, an earlier revision, or no row for the document.
View Revision shows no signature. The family didn't sign (Accepted is No), or they accepted an earlier revision with a checkbox.
People who registered earlier haven't signed. A signature applies from the next registration; they aren't asked again. The Terms & Conditions article above suggests other ways to collect their agreement.
No Enable eSignature on an add-on's terms. Buy Item terms always use a checkbox.

Good to know

When an admin places an order, terms appear only if Show T&Cs is Yes on Programs > Configurations > General. The admin doesn't have to sign program terms, and a signature drawn there is recorded under the admin's name.
Turning eSignature off later makes a new revision; registrations that signed keep their signatures.
Signatures work only on Terms & Conditions. There's no separate e-signature form for other documents; to have families sign one, put its text, or a link to it, in a Terms & Conditions document.

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