How to Collect Digital Waivers with Square POS: Step-by-Step Guide (2026)

Updated for 2026

If your business already uses Square for payments, appointments, or point-of-sale transactions, you may also need customers to sign a liability waiver before participating in an activity, class, rental, treatment, or event.

The easiest way to do this is to connect your Square workflow with dedicated digital waiver software.

WaiverElectronic is digital waiver software designed to help businesses create, collect, store, and manage electronic liability waivers. It works with Square to help businesses connect waiver collection with payments and customer management.

In this guide, we'll explain how digital waivers work with Square, when you may need dedicated waiver software, and how to set up a Square + WaiverElectronic workflow.

Quick Answer

Can you collect digital waivers with Square?

Yes. Square provides Contracts and digital forms for certain agreements and appointment workflows, and businesses that need dedicated liability waiver management can use a Square-compatible waiver platform such as WaiverElectronic.

With WaiverElectronic, businesses can:

• Create custom digital liability waivers
• Let customers sign on phones, tablets, or computers
• Share waivers using links, QR codes, email, or SMS
• Accept payments using Square
• Store and search signed waiver records
• Manage customer and waiver information digitally
• Use Square alongside waiver, booking, and check-in workflows

Start a Free WaiverElectronic Trial

15-day free trial. No credit card required.

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Does Square Have a Waiver Feature?

Square offers Square Contracts, which allows businesses to create agreements, collect electronic signatures, and attach contracts to certain transactions, invoices, estimates, and appointment workflows. Square Appointments also supports automated digital forms for collecting information and agreements before appointments.

For businesses primarily looking for general service agreements, intake forms, cancellation policies, or payment-related contracts, those features may be sufficient.

However, businesses that regularly collect liability waivers, assumption-of-risk agreements, participant releases, parental consent forms, or activity-specific waivers may need more specialized functionality.

That's where dedicated digital waiver software becomes useful.

WaiverElectronic is listed by Square among its appointment form-builder integrations for businesses that need to manage online liability waivers.

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Square Contracts vs. Dedicated Digital Waiver Software

The right solution depends on what you're trying to accomplish.

In simple terms: Square is primarily a commerce and payments platform. WaiverElectronic is purpose-built for digital waiver collection and management.

Businesses can use the two systems together rather than replacing Square.

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How to Collect Digital Waivers with Square

Here is a typical Square + WaiverElectronic setup.

Step 1: Create Your Digital Waiver

Start by creating a WaiverElectronic account.

Create a new waiver from a template or build your own waiver based on your business requirements.

Depending on your business, your waiver might include:

• Participant information
• Release of liability
• Assumption of risk
• Emergency contact information
• Medical or health-related questions
• Photo or media release
• Parent or guardian consent
• Electronic signature
• Date and timestamp

You can customize the waiver with your own business name, logo, terms, questions, and required fields.

Create a Digital Waiver with WaiverElectronic

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Step 2: Connect Square

WaiverElectronic supports Square as part of its payment and business workflow ecosystem.

Once Square is connected, your business can continue using Square for payments while using WaiverElectronic to manage the waiver side of the customer journey.

WaiverElectronic currently supports integrated payments through Square, Stripe, and PayPal.

This avoids forcing staff to maintain paper waivers separately from the systems they already use.

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Step 3: Choose How Customers Will Sign

There is no single best way to collect a waiver. The right workflow depends on when customers interact with your business.

With WaiverElectronic, you can distribute digital waivers through several methods.

Option 1: Send a Waiver Link Before Arrival

Send customers a waiver link before their appointment, class, rental, or activity.

Customers can open the waiver on their own device and sign before arriving.

This is particularly useful for:

• Gyms
• Fitness studios
• Tours
• Rentals
• Events
• Classes
• Adventure activities

Customers can complete WaiverElectronic waivers from mobile phones, tablets, or desktop devices.

Option 2: Use a QR Code at Your Location

Display a waiver QR code near:

• Your front desk
• Square checkout
• Entrance
• Registration area
• Waiting area

Customers scan the code with their phone and complete the waiver without staff handing them a device.

This is useful for high-volume businesses where customers frequently arrive without completing a waiver in advance.

Option 3: Use a Waiver Kiosk

Place an iPad or Android tablet at your front desk and use it as a dedicated waiver signing station.

Customers can walk in, complete the required waiver, sign, and continue to check-in or payment.

A kiosk workflow can be particularly useful for gyms, trampoline parks, rental businesses, indoor activity centers, tattoo studios, and other walk-in businesses. WaiverElectronic supports dedicated digital waiver kiosk workflows.

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Step 4: Collect Payment with Square

Once the required waiver workflow is in place, Square can continue handling the payment side of the transaction.

For example, a typical customer journey might look like:

Customer arrives → Signs waiver → Staff verifies waiver → Customer pays through Square → Customer participates

For online businesses, the flow could instead be:

Customer books → Receives waiver → Signs online → Pays → Arrives already cleared

The exact workflow depends on your business and whether you collect waivers before booking, after booking, at checkout, or when the customer arrives.

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Step 5: Find the Signed Waiver When You Need It

One of the biggest advantages of digital waiver software over paper forms is record retrieval.

Instead of searching through filing cabinets, staff can search electronic waiver records when they need to confirm whether a customer has signed.

This is particularly useful when:

• A returning customer arrives
• Staff need to confirm waiver status
• A customer participates in multiple activities
• An incident occurs
• Management needs to review signed records
• A business needs documentation for its records

Signed waivers are stored digitally so authorized users can access them later.

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Example: Gym Using Square + Digital Waivers

Imagine a fitness studio using Square for payments.

Without digital waiver integration, the process might be:

New member arrives → Staff asks for paper waiver → Customer fills it out → Staff files waiver → Staff processes Square payment

That works, but creates two separate systems.

A digital workflow could instead be:

Customer scans QR code → Completes digital waiver → Staff confirms completion → Customer pays with Square → Waiver remains searchable online

For returning customers, staff can look up the existing waiver rather than asking the customer to complete unnecessary paperwork every visit.

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Example: Tattoo Studio Using Square

Tattoo and piercing businesses often use Square for payment while separately collecting consent and release forms.

A digital workflow can allow the studio to send the required form before the appointment.

The customer can provide information and sign electronically before arriving.

At the studio, staff can verify the completed form and use Square for payment.

This helps reduce paperwork at the front desk while keeping consent records organized.

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Example: Activity or Rental Business

Consider a kayak rental, bounce house business, escape room, tour company, or other activity provider.

Customers may need to:

1. Make a reservation.
2. Sign a liability waiver.
3. Pay.
4. Check in.
5. Participate.

Using separate paper forms makes this workflow harder to manage, especially for groups.

A digital waiver system allows participants to complete required forms in advance, while Square continues to handle payments.

For larger or custom workflows, WaiverElectronic also provides API-based options for connecting waiver data with POS, booking, ticketing, and other business systems.

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Can Customers Sign a Waiver Before Paying with Square?

Yes.

In many businesses, collecting the waiver before payment or participation creates the cleanest workflow.

For example:

Waiver → Payment → Check-in → Activity

Other businesses may prefer:

Booking/Payment → Waiver → Check-in → Activity

Which workflow is best depends on your cancellation policy, business model, and when the legal agreement needs to be completed.

If your goal is to prevent a customer from participating until a waiver has been signed, make waiver completion part of your check-in process.

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Can I Add a Waiver to Square Appointments?

Square Appointments supports automated digital forms for eligible appointment workflows. These can be used for intake information, policies, agreements, and similar forms.

Businesses requiring more specialized liability-waiver functionality can also use a dedicated waiver platform.

Square currently lists Waiver Electronic in its Appointments integrations under Form builders, describing it as a solution for managing online liability waivers.

This makes the combination particularly relevant for businesses such as:

• Fitness studios
• Gyms
• Tattoo and piercing studios
• Salons and spas
• Rental businesses
• Activity providers
• Classes and workshops
• Tours and attractions

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What Is the Best Waiver App for Square?

The best option depends on what you need.

If you only need a basic service agreement or appointment intake form, Square's built-in Contracts and digital forms may be enough.

If your business regularly collects liability waivers and needs features such as QR code signing, waiver kiosks, searchable signed records, participant management, check-in, or specialized waiver workflows, dedicated waiver software such as WaiverElectronic may be a better fit.

Square itself lists Waiver Electronic as a form-builder integration for online liability waivers in its Appointments integration directory.

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Why Use WaiverElectronic with Square?

WaiverElectronic is designed specifically for businesses that need customers to sign waivers as part of their everyday operations.

Digital Waiver Management

Create customized waivers and collect electronic signatures without managing paper forms.

Square Integration

Continue using Square for payments while connecting it to your broader waiver workflow.

QR Code Signing

Let customers scan and sign from their own phones.

Kiosk Mode

Collect waivers at your location using tablets or other supported devices.

Online Booking

Combine booking, waiver collection, and payments in a more connected customer journey.

API Integration

For advanced workflows, businesses can connect waiver data to POS, booking, ticketing, CRM, or other systems using APIs and webhooks.

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Square + WaiverElectronic: Who Is It Best For?

This setup works particularly well for businesses where payment and liability consent are both part of the customer journey, including:

• Gyms and fitness studios
• Yoga studios
• Tattoo and piercing studios
• Spas and wellness businesses
• Tour operators
• Equipment rental businesses
• Bounce houses and party rentals
• Escape rooms
• Trampoline parks
• Camps
• Classes and workshops
• Events
• Outdoor recreation businesses

If your staff currently uses Square for payment but still relies on paper waivers, PDFs, or separate spreadsheets to track consent, moving the waiver portion online can significantly simplify the workflow.

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Frequently Asked Questions

Can Square collect liability waivers?

Square provides Contracts and digital forms that can collect information, agreements, and electronic signatures. Businesses requiring dedicated liability-waiver management can also use third-party waiver software. Square lists Waiver Electronic among its Appointments form-builder integrations for managing online liability waivers.

Does WaiverElectronic work with Square?

Yes. WaiverElectronic supports Square within its payment and integration ecosystem, allowing businesses to combine digital waiver workflows with Square-based payments.

Can customers sign a waiver on their phones?

Yes. WaiverElectronic waivers can be completed on mobile phones, tablets, and desktop computers. Businesses can share waiver links through QR codes, email, SMS, or their website.

Can I use a QR code for Square waivers?

You can use WaiverElectronic to generate and share digital waiver links through QR codes. Customers scan the QR code and complete the waiver on their own device.

Can I collect waivers before customers arrive?

Yes. Businesses can send WaiverElectronic waiver links before an appointment, reservation, class, or activity so customers can complete required forms in advance.

Do I need dedicated waiver software if I already use Square?

Not necessarily. If Square Contracts or digital forms cover your requirements, you may not need another platform. Dedicated waiver software becomes more useful when liability waivers are a core part of your operations and you need specialized signing, storage, retrieval, QR, kiosk, participant, check-in, or waiver-management features.

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Start Collecting Digital Waivers with Square

If you already use Square, you don't have to go back to paper forms to collect liability waivers.

WaiverElectronic helps you add digital waiver collection to your existing workflow — so customers can sign online, staff can quickly find completed waivers, and Square can continue handling your payments.

Start Your Free WaiverElectronic Trial

15-day free trial. No credit card required.