Integrations
Smartwaiver Integration - Digital Waivers
To set up Smartwaiver, go to Account → Account Info → Integrations, click Configure next to Smartwaiver, enter your API key, and click Connect Smartwaiver. Customers will receive a pre-filled waiver link in their confirmation email.
Smartwaiver lets your customers sign liability waivers digitally before their rental. No more paper forms at check-in—customers receive a pre-filled waiver link in their confirmation email.
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What You'll Need
Before starting, make sure you have:
- SmartWaiver account — Sign up at smartwaiver.com
- Waiver template — Create your liability waiver in SmartWaiver
- API key — Found in SmartWaiver account settings
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Setup Steps
Step 1: Get Your API Key
- Log into your SmartWaiver account
- Go to Account → API Settings
- Copy your API Key
Step 2: Connect to RecSystems
- In RecSystems, go to Account → Account Info → Integrations in the sidebar
- Click Configure next to Smartwaiver
- Paste your API key in the API Key field
- Click Connect Smartwaiver
Step 3: Select Waiver Templates
After connecting, RecSystems fetches your available templates:
- Choose your default waiver template
- This template will be used for all bookings unless overridden
- Click Save
Step 4: (Optional) Fleet-Specific Waivers
If different equipment needs different waivers:
- Go to the fleet you want to customize
- Find the Waiver Template setting
- Select the specific template for this fleet
- Fleet setting overrides the default
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How It Works
When Customer Books
- Customer completes checkout and payment
- RecSystems creates a waiver request with SmartWaiver
- Customer information is pre-filled (name, email, phone)
- Unique waiver link is generated
Waiver Delivery
The waiver link is included in: - Confirmation email - Booking confirmation page - Customer can also access from their booking details
If reminders are enabled, RecSystems can also send a small number of reminder emails before pickup. Reminders are spaced out so customers receive a helpful nudge without repeated duplicate messages.
Customer Signs
- Customer clicks the waiver link
- Pre-filled information appears (can edit if needed)
- Customer reviews waiver text
- Signs electronically
- SmartWaiver stores the signed waiver
RecSystems Updates
- SmartWaiver notifies RecSystems when signed
- Booking shows waiver as Signed
- Staff can see status before check-in
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Checking Waiver Status
On Individual Bookings
Open any booking to see waiver status:
| Status | Meaning |
|---|---|
| Signed ✅ | Waiver completed |
| Pending ⏳ | Sent but not signed |
| Not Sent | No waiver required or not generated |
On Today's Queue
The dashboard queue shows waiver indicators: - ✅ Green check = Signed - ⏳ Yellow clock = Pending - Filter to show only pending waivers
At Check-In
Before checking in a customer: 1. Verify waiver status 2. If pending, remind customer to sign 3. Or have them sign in person (fallback)
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Managing Waivers
Resending Waiver Links
If a customer needs a new link: 1. Open the booking 2. Click Resend Waiver 3. New link is emailed to customer
Use manual resend when a customer cannot find the original email, adds another participant, or books close to pickup time.
Viewing Signed Waivers
To see the actual signed waiver: 1. Open the booking 2. Click the SmartWaiver link 3. Opens in SmartWaiver to view the signed document
Multiple Participants
For group bookings: 1. Primary booker receives the waiver link 2. They can add additional participants 3. Each participant signs on the same waiver 4. All signatures are captured
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Fleet-Specific Waivers
Use different waiver templates for different equipment types.
Example Setup
| Fleet | Waiver Template |
|---|---|
| Pontoon Boats | Standard Boat Waiver |
| Jet Skis | PWC High-Risk Waiver |
| Kayaks | Basic Paddle Waiver |
Setting Up
- Go to Account → Fleets
- Edit the fleet
- Select Waiver Template
- Save changes
The fleet-specific template overrides the default.
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Troubleshooting
Waivers Not Sending
Check: - API key is correct - SmartWaiver account is active - Template is published (not draft) - Customer email is valid
Customer Can't Sign
Check: - Link hasn't expired (24 hours) - SmartWaiver service is available - Customer is using supported browser
Solution: - Resend waiver link - Have customer sign in person at check-in
Status Not Updating
RecSystems checks for signed waivers automatically. If status seems stuck: - Wait a few minutes (webhook delay) - Refresh the booking page - Contact support if persists
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Best Practices
Before Rental Season
- Review and update waiver text with legal counsel
- Test the signing process yourself
- Train staff on checking waiver status
At Check-In
- Always verify waiver status
- Have backup paper waivers for edge cases
- Don't let unsigned waivers delay check-in excessively
Record Keeping
- SmartWaiver stores signed waivers (check their retention policy)
- Download copies periodically if needed for your records
- Signed waivers are legally binding electronic documents
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Settings Reference
| Setting | Description |
|---|---|
| API Key | Your SmartWaiver API key |
| Default Template | Waiver used unless fleet overrides |
| Fleet Template | Per-fleet waiver (optional) |
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Need more? Search the live help desk or email wecare@recsystems.com.