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Required Forms and Waivers

Required Forms and Waivers

Hubbaly uses required forms to enforce event readiness and legal/compliance workflows.

Mental Model

  • Community creates reusable templates.
  • Event attaches templates or custom forms.
  • Event publishes form versions.
  • Ticket holder and guests sign required forms.
  • Scanner enforces completion at check-in.

Organiser Setup Flow

  1. Create community-level templates in hub admin documents.
  2. Attach templates (or create custom forms) in event admin documents.
  3. Mark each document as required or optional.
  4. Publish versions before event day.
  5. If re-sign is required on a new version, attendees must sign again.

Hub Document Templates

Use Hub -> Admin -> Documents to create reusable templates once, then attach them to many events.

  • Good for waivers, release forms, media consent, or repeat event policies.
  • Keep the title obvious so event operators know exactly which template to attach.
  • Use merge fields when the wording needs event-specific details like event name or signing time.
  • Add structured fields when the signer must supply more than a signature, such as legal name for ID matching at the door.

Templates are the reusable source material. The event-level document is the live operational copy.

Structured Fields on Required Documents

Structured fields collect a small amount of typed signer information as part of the same required-document signing flow.

  • Use them when the signer must provide a concrete answer, not just read markdown and sign.
  • Good examples are legal name for ID matching at the door, emergency contact or accessibility notes, short acknowledgements, and required checkbox confirmations.
  • Supported field types are Legal name, short text, long text, and required checkboxes.
  • If a document includes Legal name, Hubbaly uses that answer as the signature name for that document instead of asking for a separate signer-name input.
  • If a document does not include Legal name, the ordinary signer-name prompt stays in place.
  • If Legal name is present and left blank, the signer cannot finish the document.
  • Previously entered Legal name can stay in the draft while the signer is still editing, and editing the field updates the pending signature name before submission.
  • There is never a second competing signer-name input when Legal name is present in the same signing flow.
  • They are not a separate workflow outside the document, and they are not a replacement for longer operational questionnaires.
  • Required structured fields must be completed before the signature is accepted.

Event Admin Required Forms

Use Event -> Admin -> Documents to manage what applies to this one event.

  • Attach an existing hub template when you want consistency.
  • Create a custom document when the wording is event-specific.
  • Mark items as required only when they must block readiness.
  • Publish updated versions before event day, not during active check-in unless necessary.

Attach Template to an Event

Use Attach Template when the hub already has a reusable document that should apply here.

  • Choose the correct template from the list.
  • Confirm the wording is right for this event before attaching.
  • If the right template does not exist yet, create it in hub admin documents first.

Ticket Holder Flow

  1. Open your ticket.
  2. Open the forms/documents section.
  3. Complete any required structured fields.
  4. Sign all required items.
  5. Return to ticket and verify readiness state.

Guest Flow

  1. Ticket owner or admin sends guest signing link.
  2. Guest opens secure link and signs without full app access.
  3. Completion status syncs into ticket readiness.
  4. Scanner checks owner and guest completion for required items.

Event-Day Enforcement

Scanner checks required forms before normal validation.

If forms are missing:

  • Attendee/guest signs first, then re-scan, or
  • Authorized operator uses explicit override where policy allows.

Override Rules

  • OWNER and ADMIN can override.
  • Event staff can override only with explicit OVERRIDE_CONSENT.
  • Overrides should be controlled exception handling, not default workflow.

Use the consent overview/admin completion screen when you need to see who is ready and who is blocked.

  • Completion Summary shows overall readiness at a glance.
  • Required Forms shows which forms are current and whether re-signing is needed.
  • Attendees lets you review who is complete, incomplete, or needs to re-sign.

This is an operator review screen. The canonical workflow for changing documents still lives in Event -> Admin -> Documents.

Common Failure Cases

”I signed but still blocked”

  • Check if a newer form version now requires re-sign.
  • Check whether a guest on the same ticket still has pending required forms.
  • Check whether a required structured field was left blank on the current published version.
  • Regenerate and resend the guest link.
  • Confirm guest is tied to the correct attendee record.

”Scanner says documents required”

  • Use scanner pending-doc details.
  • Resolve signer-by-signer and re-scan.
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