Signing documents is a standard part of onboarding an athlete in Kilo GMS. Whether it is a waiver or a contract, there are three ways to get it signed, depending on whether the athlete is standing in front of you, at home on their phone, or somewhere in between.
What you can do
Let athletes sign their own unsigned documents in the Kilo app
Have an athlete sign on your computer during a visit
Pull up any athlete's documents from their profile and walk them through signing
Email an unsigned document so the athlete can sign remotely
See every issued document and its status in one report
Signing in the Kilo app
Most athletes sign this way, and it takes no action from you. When an athlete logs in to the Kilo app, any unsigned documents on their account appear automatically under Not Signed, and they can sign on their phone.
Once a document has been issued, this happens on its own, so pointing new athletes to the app at signup collects most of your signatures without staff involvement. If someone needs walking through it, send them Sign Your Documents and Waivers in the Kilo App, which covers it from their side.
Signing from the Documents Issued report
Use this when you want a view of every document your gym has issued, or when an athlete is with you and you want to sign from your own screen.
Go to Documents → Issued.
Review the list. Each row shows who the document is for, what type it is, and its current status.
Find the document you need signed and click the blue action button on that row.
Click Edit.
The document opens with its variables filled in, including the athlete's name, package information, and billing date. From here you can sign in person or send it out.
To sign in person, have the athlete sign in the Signature box on your screen, then click Execute to submit it. Execute stays unavailable until a signature has been drawn.
To send it instead, click Email to Athlete. They receive a link to log in and sign on their own device.
Signing from the athlete's profile
Use this when you are already working in an athlete's profile, or when you want one athlete's documents rather than the full list.
Go to Users → Athletes.
Find the athlete.
Click the Documents tab on their profile.
Find the unsigned document and click the blue action button on that row.
Click Edit.
Have the athlete sign in the Signature box and click Execute, or click Email to Athlete to send it to them.
Signing works the same way as it does from the Documents Issued report. The only difference is where you started.
Which method should you use?
Situation | Use this |
|---|---|
The athlete has the Kilo app and is comfortable with it | The Kilo app |
The athlete is in front of you without their phone | Documents Issued or their profile, signing on your computer |
You need to see documents for many athletes at once | Documents Issued |
You are already in one athlete's profile | Their profile Documents tab |
The athlete needs to sign later, from home | Any method, then email the document |
Frequently asked questions
How do athletes know they have a document to sign?
Unsigned documents appear automatically when they log in to the Kilo app, under Not Signed. If you use Email to Athlete, they also get a link to log in and sign.
Can an athlete sign at home rather than at the gym?
Yes. Open the document from the Documents Issued report or their profile and click Email to Athlete. They receive a link, log in, and sign on their own device. The document also keeps showing as unsigned in the Kilo app until they complete it.
Can I have an athlete sign on my computer during a visit?
Yes. Open the document from Documents Issued or their profile, click the blue action button, then Edit. The athlete signs in the Signature box on your screen and you click Execute to submit it.
How do I find every athlete with an unsigned document?
The Documents Issued report shows every issued document with its status. Filter or sort by status to see which ones are still outstanding.
What does the athlete see when they open the document?
Their own details, filled in. Variables such as their name, package information, and billing date are populated, so they are signing an accurate personal copy rather than a generic template.
Can I resend a document if the athlete does not sign the first time?
Yes. Open it again from Documents Issued or their profile and click Email to Athlete again. It also stays visible as unsigned in the Kilo app every time they log in, so many athletes complete it on their own.
What happens after a document is signed?
Its status updates to signed and the signed copy stays attached to the athlete's profile. You can view it from Documents Issued or their Documents tab at any time.
Do these methods work for both waivers and contracts?
Yes. Waivers and contracts live in the same Documents system, and all three methods work for either type.
Helpful tips
Point new athletes to the Kilo app at signup, since it is the smoothest option and needs nothing from your staff afterward
Use the Documents Issued report as a weekly cleanup view, scanning for anything unsigned for a while
When signing in person, have the athlete check the filled-in name, package, and billing date before signing, which catches onboarding data entry errors
Pull a signed copy from the athlete's Documents tab whenever they ask for one
Walk an athlete through the Kilo app once if they struggle to find documents, since most of the friction is first-time only
When this is most helpful
Onboarding a new member and getting their waiver signed on day one
Getting a contract signed when an existing member's package changes
Clearing a backlog of unsigned documents after a busy sales week
Signing with an athlete in person during a scheduled appointment
Following up remotely with someone who was rushed at signup
If you have questions about athlete documents in Kilo GMS, our Support team is happy to help. Reach us at hello@usekilo.com.