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How to you track versions of a waivers?

Keeping your legal documents up to date is important. Whenever your organization updates its terms, you don't need to create a completely new waiver - you can simply add a new version to your existing one.

In this article, you will learn:

1. How to add a new version of a waiver

Adding a new version ensures that all future volunteer sign-ups will see the most up-to-date document.

  1. Navigate to the Waiver Details page and click the + Add Version button in the top right corner.

  2. In the "Add Version" pop-up, choose whether your new version is a Document Waiver or a Text Waiver.
    (If you remember creating your original waiver, this works exactly the same way!)

  3. Upload your new file or paste your updated text.

  4. Important Step: Pay attention to the "Email Currently Signed Up Volunteers" checkbox.

    • If checked: The system will email the new version of the waiver, but only to volunteers who have not yet agreed to it (those currently in a "Pending Waiver" status for event or application).

      • What volunteers see: They’ll receive an email with the subject line “Please sign the updated waiver” (see example below).

    • If unchecked: The system will not send an email, and we'll prompt the volunteers to agree to the new version only the next time they sign up to volunteer.

  5. Click Save.

👉 Congratulations! The waiver version is now updated. Everywhere this waiver is attached (like specific events or applications), volunteers will now see and agree to this newest version upon their next interaction.

2. How to view the history of waiver versions 

You can easily see a log of every file ever uploaded to a specific waiver.

  1. On the Waiver Details page, click on the Versions tab.

  2. Here, you will see a list of all uploaded versions. The table displays:

    • Version: The chronological number of the version.

    • File Name: The name of the document uploaded.

    • Modified by: The specific admin from your organization who uploaded this file.

    • Upload Date: When the version was added.

    • Actions: Options to view/download or delete the file.

Note on Deleting Versions: You cannot delete a waiver version if it is the latest active version, if it is currently attached to an event or application, or if it already has signed or pending agreements tied to it. 

If you need to make changes to an active document, simply add a new version to update it!

3. How to see which version a volunteer signed

It is very important for compliance to know exactly which version of a document a volunteer agreed to.

The system automatically tracks this for you. We display the exact version number in the Waiver Version column in two main places:

  • On the main Waiver Details page under the Volunteer Agreements tab.

  • On an individual volunteer's Contact Profile under their specific Waivers tab.

Learn more: Need a refresher on how to view these lists? Check out our detailed guide: How do you track volunteer waiver agreements?


Example of a “Please sign the updated waiver” email for volunteer:

This email includes a clear button labeled “I agree to the terms of this waiver,” and the full waiver document is attached at the bottom so volunteers can review it before clicking.