Memberships and waivers signed at the front desk, or before they arrive
A gym signs people up all day: a new member at the desk, a guest on a day pass, a parent adding a teenager, a trainer starting a package. Most of it is the same three documents, a membership agreement, a waiver and a health questionnaire, signed hundreds of times. SignMaster makes each one a template, puts the guest waiver on a QR code and keeps every signed copy where you can find it when someone disputes a charge or an injury.
Updated November 5, 2026 · 3 min read
On this page
What a gym asks people to sign
| Document | Who signs | Where |
|---|---|---|
| Membership agreement | The new member | At the desk on an iPad, or by link after an online join |
| Liability waiver and health questions | Every member and guest | Desk iPad, or a QR code at the door |
| Day pass or guest waiver | Visitors | Their own phone, from the QR code |
| Minor's consent | A parent or guardian | At the desk, or by link from home |
| Freeze or cancellation request | The member | By link, so the date and reason are on record |
| Trainer or instructor agreement | Your staff and contractors | By link, then once a year |
Joining at the desk
Put the membership agreement and the waiver in one envelope, start Sign in person and hand the iPad across the desk. The new member reads the term, the monthly dues and the cancellation rules, initials the auto-renewal clause and signs. In the iPhone and iPad app, only your Face ID or passcode closes signing mode, so the next person in line can't scroll through anyone's paperwork. The member gets the signed copy by email before they reach the locker room.
Use a dropdown for the membership type and a calculated field for the total of the enrollment fee plus the first month, so the price on the page always adds up. Conditional fields stay hidden until they apply, like the parent's section that only opens when the member ticks that they're under 18.
A guest waiver on a QR code
Turn your gym waiver into a public signing link and print the QR code at the door and on the desk. A guest scans it, fills in their name and emergency contact, answers the health questions and signs on their own phone. Each signature is its own envelope, and the desk sees it arrive in the link's response list. Ask for an emailed code if you want proof the address is real, and send them to your class schedule page when they finish.
Updated your waiver?
Export your member list to a CSV and bulk send the new waiver to everyone, one envelope per member, with their member number in a text box. Solo sends 250 rows at a time, Crew 500 and Company 1000, and reminders chase the rest.
Cancellations and the rules behind them
Many states have health club laws that set cancellation rights and contract terms, and several have automatic renewal laws that require clear disclosure of how a membership renews and how to cancel. Put the wording your lawyer approves in the agreement template, with an initials box next to it. A cancellation or freeze sent as its own envelope gives you a dated, signed record of when the member asked.
Members who prefer Spanish see the signing page, emails and e-signature consent in Spanish, among 6 signer languages. Offer a Spanish version of the agreement itself too.
Pricing for a gym
Crew is $49 a month for 5 people, enough for the front desk, the manager and a couple of trainers. Company is $99 a month for 15 people across locations. Guest waivers from the QR code count as envelopes, and every paid plan has unlimited envelopes. New workspaces get 14 days of Crew free. See every plan.
What SignMaster doesn't do
- It doesn't bill dues, take enrollment fees or run your member check-in.
- It doesn't connect to your gym management software directly. On Crew and Company, webhooks can pass signed waivers on through tools like Zapier.
- It emails signing links. Copy a member's link if you want to text it.
- It doesn't decide whether your waiver will hold up. That depends on its wording and your state's law.
Questions? Answers.
Can guests sign a waiver on their own phone?
Yes. A public signing link turns the waiver into a page anyone can open from a QR code. Each person signs their own copy and gets the signed PDF by email.
How do I get a parent to sign for a teen member?
Add the parent as a signer on the teen's agreement, at the desk or by link. See how to get a parent's signature for a minor.
Can we find a member's waiver quickly?
Yes. Search envelopes by the member's name or email, and open the signed PDF with its certificate of completion. The template's Responses tab lists every waiver's answers in one table on paid plans.
Is an e-signed gym waiver valid?
An electronic signature counts like ink under US e-signature laws. Whether a waiver protects you depends on its wording and your state's courts, so have a lawyer review it. See how to sign a waiver online.