On the surface, it might seem like a small, insignificant decision in running your fitness business. But choosing between digital waivers and paper ones actually affects your liability, time commitment, and member experience.

In the fitness industry, owners often lean toward paper waivers, which can put their business at unnecessary risk. And with a million other tasks on their plate—coaching, admin, business growth and more—digital waivers is just one area to save time and relieve stress.

For this blog, we sat down with Vaugh Vernon from Affiliate Guard to discuss the dos and don’ts of waivers for your gym. And although the list of various legal tasks for your fitness business is ongoing, here’s a quick overview of why that list should include switching from paper to digital waivers today.

What Is a Digital Waiver and What’s the Difference?

A digital waiver (also sometimes called an “online waiver” or “electronic waiver”) is how your clients will review and sign your gym’s liability forms electronically. Most fitness businesses that choose the digital option have clients fill out the waiver on a phone, tablet or computer. For Wodify clients, waivers are super simple, as they’re built right into the app.

Once completed, digital waivers are then stored in a secure system and can be retrieved instantly if needed. And while you’re at it, Matthew Becker—gym owner, founder and lead attorney of Gym Lawyers PLLC—recommends auditing your waivers on a regular basis.

Here are a few key differences between digital and paper waivers for fitness businesses:

1. Immediate Access When You Need It Most

The last thing you need in the event of a legal dispute is to spend hours searching through file cabinets or boxes to find your client’s waiver. The truth is, time matters. So if a waiver is misplaced, lost or damaged, you could be putting your business at serious risk.

On the other hand, digital waivers are easily accessible. Just a quick search provides you with the instant proof you need that a waiver was signed.

2. Coverage for Every Single Person

Each person that steps into your facility needs to sign a waiver. Whether they’re a first-time guest or a long-term member, it’s critical that you protect yourself and your facility. Some gym owners overlook guests like competition spectators or a friend who’s “just watching class.” The truth is, if they’re in your building, there’s always a chance that something could go sideways. And even if the odds are small, it’s better not to take the chance.

​Further, even the best intentions can be defeated by the everyday things that happen in your gym if you have paper waivers. For example, your printer could run out of ink or your team could forget to ask a guest to sign a waiver during a busy class. Digital waivers prevent these “oops” moments. By requiring guests to complete a waiver electronically before class—or before walking in the door—you ensure that you’re always protected.

3. No Physical Storage Required with Digital Waivers

Ask any fitness business owner who’s been in the game since before digital waivers were an option, and they’ll confirm the fact that paper waivers take up a lot of space.

Think about it—how many people have worked out at your facility? From free trials and memberships to guest drop-ins and competitions, you’ve likely had some mega foot traffic. And since most states require waivers to be stored for three to five years, that can add up to hundreds—even thousands—of pieces of paper.

Going digital makes it easy for every guest to sign a waiver at your fitness business.

With digital waivers, everything is stored securely online, eliminating filing cabinets and boxes. Plus, if you move locations or expand, there’s no need to relocate piles and piles of paper waivers.

4. Digital Waivers are Easier for Staff and Members

Great news—switching to digital waivers is quick and seamless. Training your team typically takes just a few minutes, with no technical expertise required.

Compared to paper, digital waivers can also save them time and decrease stress. Class check-ins are faster and helps them provide a better client experience. When your gym management software saves time and handles tasks, your team can focus on connection, rather than admin.

Unfortunately for gym owners, liability can linger even after selling or closing the business. In fact, in some states:

  • Fitness business owners can remain personally responsible for claims, even years after selling
  • If a former client files a lawsuit, owners are required to produce the waiver
  • A missing waiver can be detrimental to an owner’s defense in a suit

So if you’re selling or have sold your fitness business, relying on the new owner—or even a former business partner— to maintain paper records is risky. Instead, choosing digital waivers gives you smarter, long-term protection.

Why Digital Waivers Are the Smarter Choice for Fitness Businesses

Choosing digital waivers over paper isn’t just about convenience—it’s also about protecting the business you’ve worked hard to build, and providing the best experience for your clients.

When comparing both waiver options for your fitness business, the decision seems like a no-brainer:

  • Paper waivers can get lost, misplaced or damaged
  • Digital waivers are secure and searchable, to better protect your fitness business
  • Paper waivers require storage and relocation as you scale your business
  • Digital waivers simplify and improve the experience for clients

Let’s be honest—you face enough risk in the fitness industry without adding unnecessary liability because of outdated systems. Switching to digital waivers gives you a reliable solution to keep your business protected for the long run.

Want to learn more about how Wodify makes digital waivers simple for your fitness business? Book a demo with a member of our team today!