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Setup guide

Set Up the WaiverFile Venue App

Any iPad, iPhone or Android phone or tablet can be a waiver kiosk, a self check-in tablet, a signing station, a staff scanner or your front desk. Connect it in five steps, then set it up for its job.

Download WaiverFile Venue on the App Store Get WaiverFile Venue on Google Play

Free with your account. iOS 15 or later, Android 7 or later. About the app

A tablet in a floor stand showing a WaiverFile waiver form
Connect a device

Five Steps for Every Device

The same five steps connect a kiosk, a scanner or a front desk tablet. Open a step for the details and what to do if something doesn't go to plan.

9:41●●●
🔍 waiverfile venue
WaiverFile Venue
Kiosks, check-in, front desk
GET
01

Get WaiverFile Venue from the App Store or Google Play on any iPad, iPhone or Android device, and open it.

DevicesSet up a device
Scan this to set up a device
Or type this code in the app
ABCD-2345
Expires in 15 minutes · works once
02

In your dashboard, go to Check-in & devices › Devices and click Set up a device. You get a QR code and an 8-character code, good for 15 minutes.

WAIVERfileSetup
Connect this tablet to your WaiverFile account.
Scan the setup code
Open Devices in WaiverFile, click Set up a device, then scan the QR code.
Type a codeSign in with email
03

On the app's Setup screen, use Scan the setup code and point the camera at your screen. Or Type a code, or Sign in with email.

Device name
Front Desk iPad
What will it be used for?
For customers
Standalone waiversSigning stationSelf check-in
For staff
✓ Staff scanner✓ Front desk
Finish setup
04

Give it a name staff will recognize, choose what it's for and tap Finish setup. Your forms download, so it keeps working without internet.

Lock this tablet
Keep customers in the app
  1. Settings › Accessibility › Guided Access: turn it on
  2. Set a passcode only staff know
  3. Back in WaiverFile Venue, triple-click the side button and tap Start
✓ Guided Access is on.
Done — start using this device
05

The app walks you through Guided Access on iPad or app pinning on Android, so guests stay in WaiverFile. Staff devices can skip this.

01

Install the app

Free, on as many devices as you like

WaiverFile Venue is free with your account. It runs on iPad and iPhone with iOS 15 or later, and on Android phones and tablets with Android 7 or later. Install it from the store on each device you want to use, then open it. The first screen is Setup.

Which device for which job

  • Kiosks, signing stations and self check-in: an iPad in a stand or enclosure. The standard iPad is all you need; Android tablets work too.
  • Staff scanner: any phone, or a Zebra TC22 handheld with the trigger handle for a busy entrance. The app sets up the Zebra's scanner by itself.
  • Front desk: an iPad or Android tablet behind the desk, with a Stripe reader and a Star printer if you want them.

One device can do more than one job within its group (customer jobs or staff jobs), and you can change its jobs later without setting it up again.

Download WaiverFile Venue on the App Store Get WaiverFile Venue on Google Play

Recommended tablets, scanners, printers and stands

An iPad kiosk, a handheld scanner, a receipt printer and a card reader
The usual front desk: an iPad, a Zebra handheld, a Star printer and a Stripe reader.
02

Get a setup code

In your dashboard, under Check-in & devices

Devices connect with a one-time code instead of a password, so nothing worth stealing is stored on a tablet in your lobby.

  1. Open the Devices page. In your dashboard, go to Check-in & devices › Devices (classic menu: Settings › Devices).
  2. Click Set up a device. A window shows a QR code and, under it, an 8-character code you can type instead.
  3. Keep the window open while you pick up the device. The code expires in 15 minutes and works once; the device signs in as you. If it runs out, click Make a new code.

Also on this page

  • The kiosk unlock code and a one-time code for opening staff settings on a locked device (click Show code)
  • Every connected device with its jobs, whether it's online, and anything waiting to upload
  • The Card readers and Printers & drawers tabs for front desk hardware
  • Device defaults and Device wording, for settings that should apply to every device

Prefer not to use a code? On the device, choose Sign in with email and use your WaiverFile email and password instead. Two-step verification works there too.

Devices page with the kiosk unlock code and one-time code at the top and the list of connected devices
The Devices page: Set up a device at the top right, unlock codes, then every device.
Install the app
03

Scan it with the device

The app's Setup screen, three ways in

Open WaiverFile Venue on the device. The Setup screen says "Connect this tablet to your WaiverFile account" and offers three ways to do it.

  1. Scan the setup code. Tap the card, point the camera at the QR code on your dashboard, and you're in. On a Zebra handheld, press the scan button instead; it reads the code straight off the screen.
  2. Type a code. Enter the 8-character code shown under the QR code (it looks like ABCD-2345) and tap Continue.
  3. Sign in with email. Use the email and password you sign in to WaiverFile with. If your login has two-step verification, the app asks for the code. If you belong to more than one account, it asks which one this device is for.

If something's off

  • "This code has expired." Codes last 15 minutes. Click Make a new code on the dashboard and try again.
  • "Check the code." The code was mistyped; letters and digits only, the dash is optional.
  • The camera won't open. Tap Type the code instead under the camera view.
WAIVERfileSetup
Connect this tablet to your WaiverFile account.
Scan the setup code
In WaiverFile, open Devices and click Set up a device. Then scan the QR code.
Type a codeSign in with email
The Setup screen, as it looks on a tablet.
Get a setup code
04

Name it, pick its jobs

Customer jobs or staff jobs, never both on one device
  1. Device name. The app suggests the device's own name; change it to something staff will recognize, like "Lobby kiosk 1" or "Front Desk iPad". Staff see this name in WaiverFile and when they send a group to a signing station.
  2. What will it be used for? Tap one or more cards. For customers: Standalone waivers (a waiver kiosk), Signing station, Self check-in. For staff: Staff scanner, Front desk. Front desk includes the scanner.
  3. Finish setup. The app shows "Almost done" while it downloads your waiver forms, events and settings, so the device keeps working without internet.

Why the two groups don't mix

A staff device has full access to your account, and a customer tablet's screens aren't available while staff are using it. So a device is either for customers or for staff. Pick from the other group and the app turns the first group off and tells you.

Good combinations

  • Self check-in + Signing station on one iPad at the entrance: guests check themselves in, and anyone missing a waiver signs right there.
  • Standalone waivers + Signing station on a counter tablet, for walk-ins and for groups staff send over.
  • All three customer jobs on one tablet when you have a single kiosk. Signing station is normally added to a kiosk or self check-in tablet like this rather than used alone.
  • Front desk on its own tablet behind the desk. Its Scan button is the staff scanner.

Changing it later

Device Staff settings › Name and uses. Dashboard Click the device's name on the Devices page to change its Name, Used for and Default station.

Device name
Lobby kiosk 1
What will it be used for?
For customers
✓ Standalone waivers✓ Signing stationSelf check-in
For staff
Staff scannerFront desk
Finish setup
Choosing jobs for a counter tablet.
Scan it with the device
05

Lock customer devices

Guided Access on iPad, app pinning on Android

Guest screens have no settings button, but a guest could still press the Home button and wander off into the tablet. The app shows this page, "Keep customers in the app", after setup, and you can come back to it any time from Staff settings › Lock this tablet to WaiverFile.

iPad

  1. Open the Settings app › Accessibility › Guided Access, and turn it on.
  2. Tap Passcode Settings and set a Guided Access passcode only staff know.
  3. Come back to WaiverFile Venue and triple-click the side (or Home) button, then tap Start.

To leave Guided Access, triple-click the button again and enter that passcode. The app's page shows "Guided Access is on" when it's working.

Android

  1. Tap Open security settings, find App pinning (often under More security settings), and turn it on.
  2. Turn on "Ask for PIN before unpinning".
  3. Come back and tap Pin WaiverFile now, then confirm.

While you're at it

  • Set a passcode on the tablet itself, and turn on Keep the screen on under Staff settings › Kiosk options.
  • Put it in a stand or enclosure with a path for the power cable. See the kiosk setup guide for enclosures we like.
  • Staff devices (scanner, front desk) don't need locking. Tap I'll do this later.
A tablet in a floor stand showing a waiver form
Locked, charged and in a stand: ready for the lobby.
Name it, pick its jobs
Then set it up for its job

One Device, One Job (or Two)

A device is either for your customers or for your staff. Open a job for the full setup, what guests and staff will see, and the settings that matter.

For customersGuests use these, so lock the screen and put the tablet in a stand. One tablet can do any mix of the three.
WAIVERfileLanguage
Welcome!
Sign a waiver

"Standalone waivers" in the app

  • DeviceGuests tap Sign a waiver. Each waiver saves on the tablet and sends when it's online, so the line keeps moving without Wi-Fi.
  • DeviceStaff settings › Kiosk options: Only offer chosen events or Only offer chosen forms, and Keep the screen on.
  • DashboardWaiver options › Photos & attachments adds a face photo or ID capture. Then tap Sync forms and events now on the device.
WAIVERfileSelf check-in
Scan your ticket
Find my booking

A tablet at the entrance

  • DeviceGuests tap Check In Here, scan the code from their confirmation, or use Find my booking with their last name and booking number.
  • DashboardCheck-in & devices › Check-in, Self check-in tab: what happens after they check in (green screen, ready list, print a pass) and the check-in window.
  • Add Signing station to the same tablet, so anyone missing a waiver signs it right there.
WAIVERfileKiosk + check-in + station
Welcome!
Check In Here
Sign a waiver

Add it to a kiosk or self check-in tablet

  • DeviceUsually one more job on a tablet guests already use. It shows its normal screen until staff send a group over from a scanner or the front desk; then each person's waivers open, one after another.
  • DashboardOn the Devices page, open your scanner or front desk device and pick this tablet as its Default station.
  • A station on its own works too, for a tablet that only handles groups sent from the desk. With several, staff pick one or tap Send to another station.
For staffBehind the desk or in a staff member's hand. No lock needed.
Scan ticketsSettings
Or type a booking code
Waivers needed
2 waivers missing
2 people
Send to a station…
Send only some of the group…
Scanning
Rapid check-in
Use the camera
Check in without internet
Show scans on a front deskChoose

A phone or Zebra handheld

  • DeviceTap Scan and aim at a ticket, member card or waiver receipt. The result shows who's in and who still needs to sign.
  • DeviceScanning on its home screen: Rapid check-in, Use the camera (off on a Zebra), Check in without internet, Show scans on a front desk.
  • Missing waivers? Tap Send to a station…, or let the guest scan the QR code and sign on their own phone.
TodayNew saleScan
Zip Line · 10:00 · 6 left
Climbing · 10:30 · 12 left
Birthday package
Sale
$84.00
Card reader
CashCheck
Stripe reader
Star printer

Sell, take payments and check in. Includes the staff scanner.

  • DeviceToday shows arrivals and balances; New sale sells activities, events and add-ons. Cash and check keep working offline.
  • DashboardCard reader: Devices › Card readers › Add a reader, then generate a pairing code on the Stripe S700 or S710 and enter it.
  • DeviceReceipts: Staff settings › Receipt printer › Choose a printer (a Star printer on your network), then Print a test receipt. A cash drawer plugs into the printer.
Job

Waiver kiosk

"Standalone waivers" in the app: a tablet guests sign on, with or without a booking

What guests see

A welcome screen with your logo and a Sign a waiver button. They pick the form (or the event, if you use event mode), fill it in, sign, and the kiosk starts over for the next person. If you offer more than one language, a Language button appears; the kiosk goes back to your starting language after each guest.

Set it up

  1. Choose Standalone waivers when you pick the device's jobs (step 4), and lock the tablet (step 5).
  2. Narrow what it offers, if you want. Device Staff settings › Kiosk options: Only offer chosen events (event mode) or Only offer chosen forms (form mode), so guests skip the list. Keep the screen on lives here too, and Hide the version number. Tap Save.
  3. Add photos or ID capture. Dashboard Waiver options › Photos & attachments › Add an item, check On the WaiverFile Venue app, and choose the front camera for a face photo or the rear camera for a license. Then tap Sync forms and events now on the device.
  4. Print waiver receipts, if you like. Connect a Star printer under Staff settings › Receipt printer, and design what prints under Check-in & devices › Receipts & Tickets.

When the internet drops

Waivers are saved on the tablet first and sent as soon as there's a connection. A banner tells guests their waiver is saved on this device. In Staff settings, Waivers on this device shows anything still waiting; tap Send now to push it. Before you wipe or replace a tablet, connect it and check that list is empty.

For every kiosk at once

Dashboard Device defaults on the Devices page sets the starting language, kiosk options and sounds for all devices. Device wording changes the words guests see.

Kiosk setup, enclosures and Guided Access

The welcome screen on an iPad with Check In Here and Sign a waiver buttons
The welcome screen. A kiosk that's also a self check-in tablet shows both buttons.
A tablet in a floor stand showing a waiver form
The waiver form on a kiosk.
The five steps
Job

Self check-in

A tablet at the entrance where guests check themselves in

What guests see

They tap Check In Here and scan the code from their confirmation email or phone. No code handy? Find my booking looks it up with their last name and booking number, or their phone number. The tablet shows who's in the group, they tap Check in all, and a big green Checked in screen confirms it. Anyone who hasn't signed does it right there if the tablet is also a signing station.

Set it up

  1. Choose Self check-in (and Signing station) when you pick the device's jobs, and lock the tablet.
  2. Turn on guest codes, if you haven't. Dashboard Check-in & devices › Check-in, Guest codes tab. Bookings made before you turned codes on get a code the next time the guest opens their booking page.
  3. Decide what happens after check-in. On the Self check-in tab: show the green screen, add them to the arrivals list for staff to confirm, put them in a ready list (for a safety briefing), print a pass, update the ticket on their phone, or just say thanks.
  4. Set the window and the exceptions. How many minutes before and after their start time they can check in; whether a balance due sends them to the desk or lets them in; and a sound on staff screens when someone arrives.

When something needs a person

Wrong day, cancelled session, a balance due or a missing waiver your settings don't allow: the guest sees a friendly "Please see staff", and the group appears in the dashboard's Sent to staff list with the reason. Every self check-in shows under Check-in › Self check-in arrivals, where staff Confirm a group or Call one from the ready list.

Offline

With no internet the tablet can still check guests in from their ticket codes and send the check-ins when it reconnects. Anything that needs a live answer shows "Please see staff to complete check-in."

Self check-in settings in detail

Green Checked in screen showing the group's names, party size and the time
The green screen guests see when they're in.
Self check-in settings: what happens after check-in, the check-in window, balances and waiver receipts
The Self check-in tab of your check-in settings.
Waiver kiosk
Job

Signing station

One more job for your kiosk or self check-in tablet: staff send a group over, and it gets everyone signed

How it works

Signing station is usually added to a tablet guests already use: a waiver kiosk, a self check-in tablet, or one that does both. The tablet shows its normal welcome screen. When a scanner or the front desk flags missing waivers, staff tap Send to a station, the group walks over, and the tablet takes each person through exactly what they still need to sign, then goes back to its normal screen. The scanner updates as they finish, so staff know when the group is clear.

A tablet that is only a signing station works too. While it waits it shows "This is a signing station. When staff send your group here, your waivers will open on this screen." That suits a tablet by the desk that handles nothing but groups sent from the scanner.

Set it up

  1. Add Signing station when you pick the device's jobs, alongside Standalone waivers, Self check-in or both. Any mix of the customer jobs is fine on one tablet.
  2. Make it the default. Dashboard On the Devices page, click your scanner or front desk device and choose this tablet as its Default station. Staff can still pick another station when they send.
  3. Lock it like any customer tablet (step 5).

More than one station

Name them so staff can tell them apart ("Lobby kiosk 1", "Party room tablet"). When staff send a group they pick a station, and if the usual one is offline or busy the scanner says so and offers Send to another station. Staff can also send only some of the group.

Alternatives at the door

No station free? The scanner can show a QR code so the guest signs on their own phone, and the front desk can hand its own tablet over for a signature. Both end up on the same booking.

What staff do when a waiver is missing

Staff scanner showing two waivers missing, with Send to a station
The scanner flags two missing waivers and offers to send the group to a station.
Self check-in
Job

Staff scanner

A phone or handheld that checks groups in at the door

What staff see

A Scan tickets screen. Scan the QR code on a guest's ticket, member card, booking or waiver receipt and the group comes up with each person's waiver status. Tap Check in all, or check in just the people who are here. Undo this check-in fixes a mistake. The check-in shows on your dashboard right away.

Set it up

  1. Choose Staff scanner when you pick the device's jobs. On a Zebra handheld the app sets up the built-in scanner by itself and starts with this job selected.
  2. Check the Scanning settings on its home screen: Rapid check-in (valid tickets check everyone in automatically), Use the camera (turn it off on a Zebra or with a Bluetooth scanner), Check in without internet (check-ins are saved on the device and sent when it reconnects; tap Send now to push them).
  3. Pick its signing station. The default station shows at the bottom of the Scanning settings; tap Change to pick another.
  4. Link it to the front desk, if you have one. Under Show scans on a front desk, tap Choose a front desk. Each booking it scans also opens on the front desk device, so staff there can take a balance or see the whole booking on a bigger screen.

Missing waivers

The result shows who still needs to sign. Send to a station, show the QR code so they sign on their own phone, or send only some of the group. If your usual station is offline the screen says so and offers Send to another station.

Any barcode scanner works

A USB or Bluetooth scanner that reads QR codes works with the scanner screen and the front desk, with no box to tap first. On an iPad, a connected Bluetooth scanner hides the on-screen keyboard; tap the text box, then the keyboard button in the bar at the bottom to type.

Scanning guests in, in detail

Staff scanner on an iPhone: Ready to check in, with four people and their waivers done Scanning settings: Rapid check-in, Use the camera, Check in without internet, and the default station
Left: a group that's ready. Right: the Scanning settings.
Signing station
Job

Front desk

Sell, take payments, print receipts and check guests in from a tablet

What staff see

Two tabs. Today shows arrivals, guests sent to staff from a self check-in tablet, and today's sales with a balance; find a booking by name, number or a scan, check people in, get waivers signed and take payment. New sale sells activities, events, add-ons and memberships to walk-ins, with the spots left on each time. The Scan button is the staff scanner, so there's nothing extra to turn on.

Set it up

  1. Choose Front desk when you pick the device's jobs. It's a staff job, so use it on a device behind the desk, not one guests use.
  2. Pair a card reader. Dashboard Check-in & devices › Devices, Card readers tab, Add a reader. On the Stripe Reader S700 or S710, open Settings (swipe in from the left edge), enter the admin PIN the window shows, and choose Generate pairing code. Enter a Reader name and the Pairing code, then Add reader. Readers are ordered through WaiverFile so they arrive with your account's keys; readers from elsewhere won't pair.
  3. Connect a receipt printer. Device Staff settings › Receipt printer › Choose a printer. Under Network, tap Find printers on this network or type the printer's address and Use this address. Set the model and paper width, then Print a test receipt. The app prints to Star printers (mC-Print2 and 3, TSP100 and TSP143 families, TSP650II, TSP700II, mPOP and others) on your network; Bluetooth is available on Android.
  4. Add a cash drawer. Plug it into the receipt printer. Dashboard On the Printers & drawers tab, Add a cash drawer, choose the printer it's plugged into and your usual opening float. Then the device can open the drawer with a float, record paid in and out, and count and close it.
  5. Design the receipts. Dashboard Check-in & devices › Receipts & Tickets: booking receipts, waiver receipts, tickets, member cards, check-in passes and front desk slips, with your logo and a preview.

Taking payment

Card reader, cash (with quick amounts and the change due in large type), check, card on file, a payment link, or pay later, and split payments by changing the amount to collect. Type card covers a card that won't tap; the number goes into Stripe's secure fields and never touches the app. Receipts go by email or to the printer.

When the internet is down

Cash and check sales keep working and are sent when the device reconnects. Card payments need the internet. Open today's New sale while you're online at the start of the day; the app can only sell a day it has already opened.

Still in the web admin

Adding a package to an existing booking, changing or refunding a membership, New sale settings, and setting up readers and printers.

The front desk in the Venue app, in detail   Point of sale

A handheld Stripe card reader showing an amount to pay
A Stripe Reader S700, paired in the dashboard.
Devices page on the Printers and drawers tab, with a receipt printer that is online and a cash drawer plugged into it
Printers and drawers on the Devices page.
Staff scanner
Staff settings on a locked deviceTap your logo at the top of the screen 5 times, then enter the kiosk unlock code or a one-time code from the Devices page (click Show code). Both work offline.
Change its job any timeOn the device, Staff settings › Name and uses. In the dashboard, click the device's name on the Devices page and change Used for.
If the internet dropsWaivers, cash and check sales save on the device and send when it's back. The status card in Staff settings says All waivers have been sent when it's caught up, or tap Send waivers now.

Setup Questions

WaiverFile Venue is free to download and included with your account. Connect as many devices as you like; each one shows on the Devices page with its jobs, status and when it was last used.

Yes, within a group. A customer tablet can be a waiver kiosk, a self check-in tablet, or both, and signing station is normally added on top so staff can send a group over to sign. A staff device can be a scanner and a front desk. Customer and staff jobs don't go on the same device, because a staff device has full access to your account.

Setup codes last 15 minutes and work once. On the Devices page, click Set up a device again, or Make a new code in the open dialog, and scan or type the new one.

Tap your logo or business name at the top of the screen five times quickly, then enter the kiosk unlock code or a one-time code. Both are at the top of the Devices page in your dashboard, behind Show code, and both work offline.

No. Waiver kiosks, offline signing, photos, receipt printing and scanning waiver receipts all work on waiver-only plans. Self check-in, signing stations for bookings and the front desk are part of online booking.

Yes, in Front desk mode, with a Stripe Reader S700 or S710 paired in your dashboard. Cash and check work offline and are sent when the device reconnects; card payments need the internet. Readers are ordered through WaiverFile so they arrive ready for your account.

WaiverFile Venue replaces both. Open the old app while online and make sure every waiver on it has been sent, install Venue and connect it from the Devices page, set up event or form mode again if you used them, then remove the old app.

Ready for Your First Guest

Get the app, connect a tablet and pick its job. If you get stuck, our support team sets up devices with customers every day.

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