The GB Members CRM allows schools to easily collect waiver forms from new leads or prospects who are not yet in the system. This ensures every participant has completed their waiver before attending a trial class or becoming a member.
There are two simple ways to collect waivers for new leads: online or in print.
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Contents
1. Add Leads Using Online Waiver Links
Schools can collect waivers digitally through online forms that automatically create lead profiles in GB Members CRM.
Each submission:
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Creates a new lead in your CRM
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Saves the completed waiver under their profile
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Ensures waiver compliance from the very first contact
Step 1: Use the Correct Link
Each school has two forms: one for Kids and one for Adults!
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👦 Kids Waiver Link
https://[your-school-domain].gbmembers.net/#/kapps/services/forms/kids-registration?public&id=NEW_LEAD -
🧑 Adults Waiver Link
https://[your-school-domain].gbmembers.net/#/kapps/services/forms/mens-registration?public&id=NEW_LEAD
✅ Tip: You can customize these links by replacing your domain (for example, “cincinnati.gbmembers.net”).
Step 2: Make It Accessible
We recommend turning these links into QR codes using any free QR generator.
Display them at:
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Your front desk
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Events and open mats
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Flyers or digital marketing posts
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Outside your school
This makes it fast and easy for prospects to complete waivers on the spot.
Step 3: Track Waiver Completion
After submission, you can confirm completion by checking the lead profile:
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Go to Leads → Search Lead → Follow Up
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Verify the “Waiver Completed” record is attached
2. Collecting the Waiver In-Person at the School
If a lead or their guardian visits your school in person, the Program Director, Coach, or Front Desk staff can easily collect the waiver on the spot using a tablet or computer.
This is often the fastest and most accurate way to ensure the waiver is completed and automatically stored in the CRM.
Here’s how to do it:
1️⃣ Open your school’s Online Waiver Link (Kids or Adults) on a tablet or computer:
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👦 Kids Waiver Link:
https://[your-school-domain].gbmembers.net/#/kapps/services/forms/kids-registration?public&id=NEW_LEAD -
🧑 Adult Waiver Link:
https://[your-school-domain].gbmembers.net/#/kapps/services/forms/mens-registration?public&id=NEW_LEAD
2️⃣ Hand the tablet or computer to the lead or their guardian to complete the form.
3️⃣ Once submitted:
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The lead’s profile is automatically created in GB Members CRM.
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The completed waiver is securely attached to the profile.
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Staff can immediately proceed to booking the intro or trial class.
💡 Tip:
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Keep a dedicated “Waiver Station” (tablet or laptop) at your front desk for quick sign-ups during busy times.
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If multiple leads arrive together (e.g., event or open house), open several browser tabs with the waiver form ready for each participant.
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Encourage staff to double-check the email address before submission — this ensures all automated confirmation emails reach the lead.
3. Manually Send a Waiver (Profile Already Created)
If the lead’s profile has already been created in GB Members but no waiver has been completed, you can manually send the waiver form directly via email.
Follow the steps below:
1️⃣ Navigate to the Leads Tab in GB Members.
2️⃣ Use the search bar to find the lead’s name.
3️⃣ Click the Send Email button.
4️⃣ Click on Select Email Template.
5️⃣ In the search bar, type “WAIVER”.
6️⃣ Select the appropriate template (Adult or Child Trial Booking - depending on the lead).
7️⃣ Make any necessary custom adjustments to the message.
8️⃣ Click Preview & Send to deliver the email.
💡 Note:
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Before sending, check the e-mails sent/received to see if the person has already filled out the waiver form when booking a trial class.
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Also, open the lead’s profile to confirm if any waiver forms are already attached — this prevents sending duplicates.
4. Use Printable Waiver Forms
If you prefer to collect waivers in person, you can print physical copies directly from GB Connect.
Step 1: Download from GB Connect
Printable templates can be found under:
Resources → Waivers
Step 2: Customize and Print
You can personalize the forms to include:
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Your school name and contact info
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Emergency contact fields (if needed)
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Signature and date lines
📎 Optional: Canva templates for printable waivers are also available upon request from the CRM Support Team.
Step 3: Upload Completed Waivers
Once you’ve collected signed paper waivers:
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Scan and upload the file into the lead’s profile under Documents → Upload Waiver
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Keep a physical backup stored securely
Customizing Waiver Terms in the Datastore
If you need to edit your waiver’s terms or add new clauses:
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Go to Settings → Datastore → Forms
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Select Waiver Form (Adult or Child)
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Update the terms and conditions text
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Click Save
💡 Tip: Always maintain legal approval from GB Headquarters before editing waiver language.
Best Practices for Waiver Collection
✔ Always collect a waiver before any class participation.
✔ Prefer online submissions to ensure automatic tracking.
✔ Use Journey Triggers to follow up on missing waivers.
✔ Store scanned copies of physical waivers securely.
✔ Review the Waiver Compliance Report monthly.
Need Assistance?
For further assistance or clarifications, please contact northamerica@graciebarra.com
You can also schedule a 1-1 consultation: https://graciebarra.link/gbmembers-consultation