Migrating from Wherewolf to WaveRez Waivers

This article walks you through migrating your waivers from Wherewolf to WaveRez Waivers. The migration involves three things: building your WaveRez waiver, switching your trips over, and adjusting your Wherewolf account so you keep access to your historical waiver records. The recommended approach preserves all your past Wherewolf waivers in WaveRez orders while routing new bookings to your WaveRez waiver going forward.

When you publish a WaveRez waiver and assign it to a trip that is currently using a Wherewolf waiver, WaveRez detects the conflict and gives you the option to overwrite. Overwriting means the trip moves from Wherewolf to your new WaveRez waiver. From that moment forward, every new booking on that trip receives the WaveRez waiver. Customers who already booked under the Wherewolf waiver keep using their existing Wherewolf link, and their completed Wherewolf waivers remain visible on their orders as long as your Wherewolf account stays active.

This means you can migrate one trip at a time or all trips at once, and existing customers experience no disruption.

Step 1 — Build your WaveRez waiver as a draft. Navigate to Waivers in the left menu and click Create. Name your waiver, complete the Settings tab, and build out your form on the Form tab. Save it as a draft until you are ready to go live. WaveRez gives you a default scaffold of common fields, and you will add your own terms and conditions, acknowledgements, and any custom content. See "Set Up Your First Waiver" for the build process.

Step 2 — Preview your waiver before publishing. On the Form tab, click the eye icon next to any step to see exactly what your customers will see. Cycle through every step in the form to verify the experience. Once you publish, the form structure cannot be changed.

Step 3 — Assign the trips you want to migrate. On the Settings tab, in the Trips section, select the trips you want this waiver to cover. You can assign trips that are currently using Wherewolf. The conflict will not appear until you try to publish. The waiver remains in draft status with the trips assigned.

Step 4 — Publish and overwrite the conflicting trips. Click Save, then choose Save and Publish. A confirmation modal appears warning that the form can no longer be changed after publishing. Click Publish.

If any of your assigned trips are currently linked to a Wherewolf waiver or another active WaveRez waiver, a "Trip already uses a waiver" modal appears next, listing the conflicts. Click Publish and overwrite trips. WaveRez removes the trip from Wherewolf, attaches it to your new WaveRez waiver, and your migration is live.

Step 5 — Verify the cutover with a test booking or by checking an existing order. Open an existing order that was placed before the migration. Its waiver link should still point at the Wherewolf waiver, and the completed Wherewolf waiver (if signed) should still be visible. Then verify that any new booking on the migrated trip generates a WaveRez waiver link.

After migrating your trips, you will want to make sure your past Wherewolf waiver records remain accessible. The recommended approach is below.

Step 1 — Disconnect your trips inside the Wherewolf integration. In your WaveRez admin, go to your Wherewolf integration settings and uncheck the trips you have migrated. Do not remove the Wherewolf integration entirely. Leaving the integration in place means historical Wherewolf waivers continue to display on the orders they were attached to.

Step 2 — Download your Wherewolf records. In your Wherewolf account, navigate to Account Management and use the Export PDFs + XLSX option to receive a complete archive of your waivers via email. Also use Export XLSX for a spreadsheet-only version. Save these files as a permanent record.

Step 3 — Downgrade your Wherewolf subscription if appropriate. In Wherewolf, navigate to Account > Subscription and select the Lite tier, which is free until your waiver volume cap is reached. Heavy historical users may not be eligible to self-downgrade and will need to contact Wherewolf support to switch to a lower tier.

Step 4 — Keep the Wherewolf account active for archival access. As long as your Wherewolf account remains active, historical waivers continue to display on your existing WaveRez orders. If you cancel the Wherewolf account entirely, you will need to rely on your downloaded archive.

Customers who booked before your migration are not affected. They keep using the Wherewolf waiver link they were originally sent. Their already-completed Wherewolf waivers remain attached to their orders.

If you have a substantive change in your terms (for example, updated state regulations or insurance requirements) that you need existing customers to sign under, that requires sending them the new WaveRez waiver link manually. See the article on sending a waiver to an existing customer.

You can migrate one trip at a time by assigning only that trip to a draft waiver and publishing. Trips you have not migrated continue using Wherewolf. This is useful if you want to test the WaveRez waiver experience on a lower-volume trip before rolling out broadly.

You can also migrate all trips at once by assigning every trip to a single draft waiver. Most partners migrate all trips of a single equipment type to the same waiver (one waiver for all jet ski rentals, another for all pontoon rentals, and so on), though the exact split is up to you.