Participation information lets you automate the collection of customer information, consents and waivers.

Once a customer has provided contact information or completed a waiver during the booking flow, their customer record on Gymcatch will be updated. Any customers with a customer record (i.e previously purchased/booked a session) with a business can add or update their participation information by heading to the Participation Information tab in their account.

Our participation information bolt-on enables you to do three things:

To start using this bolt-on feature, please make sure that you've enabled it from the Plan & bolt-ons page first.

Here you can select any information fields that you want to make mandatory.

A request to provide all selected information will be displayed on booking a session for the first time and the customer will not be able to book until it has been provided.

After the required information has been provided it will not be re-requested at future bookings.

You and your customer can always add or update this information within the customer record on the Customers page.

You can select any new information fields that you want to make mandatory or deselect any information fields that you feel like you no longer need to collect.

If you amend the information you’d like to collect and select new information fields, your customers will then be asked to provide this additional contact information the next time they book a session.

After the required additional information has been provided it will not be re-requested at future bookings.

This new information collected will be updated within the customer record on the Customers page and both you and your customer can always add or update this information at any point.

Tick the checkbox next to Add a mandatory waiver that must be completed before customers can book with you.

Enter a version name. This will help you keep track of who has signed which version. You can add new versions at a later date and Gymcatch will save previous versions.

You can then add any terms and conditions of the use of your services, waivers or consents in the field below.

If you’d like your customers to be able to provide additional information alongside their completed waiver, you can tick the checkbox next to Allow customers to provide additional information, and provide instructions on what information you’d like your customers to give. An example of what text you might enter into this section is "Please tell us about any special needs or requirements that you have."

You can come back and edit your waiver at any time.

If you want to exempt individual customers from this requirement, you can do this on their customer record within the Customers page by ticking the checkbox next to Exempt from waiver collection process.

Your customers will only be required to complete this once per waiver version and they will not be able to book unless they have checked to agree to your waiver.

You can view any of your current or past waivers by clicking View waivers. You will see their status and the date and time they were released here.

When you want to amend your participation waiver, you have the option to either remove the current waiver completely by clicking Remove waiver or create a new waiver by clicking Replace waiver with new version.

If you click Remove waiver and then you re-tick the checkbox next to Add a mandatory waiver that must be completed before customers can book with you, the most recent waiver that you used will automatically be added to this section.

If you click Replace waiver with new version and then Create new version, you will be asked to enter a new version name and to add any terms and conditions of the use of your services, waivers or consents.

If you’d like your customers to be able to provide additional information alongside their new completed waiver, you can tick the checkbox next to Allow customers to provide additional information, and provide instructions on what information you’d like your customers to give. An example of what text you might enter into this section is "Please tell us about any special needs or requirements that you have."

All customers, including those that have already completed the previous versions of the waiver, will be required to complete the new waiver before they can book. Once they have completed this new waiver, they will not be asked to complete it again.

If you have a questionnaire that you want your customers to complete, you can either upload a PDF document or provide a link to a document saved online (e.g. Google Forms, Google Docs, Dropbox, etc).

The PDF or URL to your participation questionnaire will be presented to your customers during the booking flow. If you use the PDF option, the client can also ask for the document to be emailed to them.

To add a PDF questionnaire, click the Add questionnaire button and ensure that the box next to Display the questionnaire to customers in the booking process is ticked. Please note that the maximum file size is 750 KB.

To add a URL to an online questionnaire, enter this in the External form URL field in the format https://example.com/form-name

Currently you can only provide 1 external link during the booking flow. If you would like to offer more than one type of form for different types of sessions that you offer, then you can use a platform such as Linktree to do this.

If you upload a participation questionnaire, your customers will be presented with this to complete at every booking, until you’ve marked it as received by ticking the checkbox next to Questionnaire received and adding a Valid from and Valid to date within their customer record in the Customers page. There will be a Not completed tag just to the right of Participation Information next to the customer's name on the Customers page until this checkbox has been ticked at which point this tag turns to Completed. You can mark any customer as exempt from completing this questionnaire from within their customer record as well.

To edit your current participation questionnaire, you can either click Update questionnaire to upload a new PDF document, click Remove questionnaire to remove it completely or you can remove the current link to a document saved online within the External form URL field and replace it with your new one in the format https://example.com/form-name

If you marked the previous participation questionnaire as received on a customer’s record within the Customers page and you would like them to complete your new participation questionnaire, you will need to manually untick the checkbox next to Questionnaire received within their customer record in order for them to be presented with this new questionnaire at their next booking.

Once they’ve completed this new participation questionnaire, you can go back into their customer record and mark it as received so that they’re not asked to complete it again.

Alternatively, once the customer’s Valid to date you set after marking the previous participation questionnaire as received has been exceeded, the customer will automatically be prompted to complete this new questionnaire at their next booking and then you can go back into their customer record to mark it as received once they have completed it.