Health screening: flagging answers for staff review
Some fitness waivers may need to ask clients a set of health questions before they take part. Most answers need no follow-up, but some, such as Yes to a heart condition question, should be looked at by a trainer before the client starts. Waiverly lets you mark exactly which answers matter: set a flag on a question and any submission with that answer is marked for staff review, with a note telling your team what to check.
This guide covers setting up questions and flags in the builder, what clients see, and how flagged submissions show up for your team afterwards.
In short: in the fitness waiver template builder's Health Screening step, edit a question and turn on Flag the submission when the answer matches → choose the answer that raises the flag and add a note for staff → when a client gives that answer, the submission is Flagged → your team finds it with the Health screening filter on Submissions, reviews it and clears it with a note.
Health Screening
Open your fitness template with Edit waiver (or create one; see Creating a Fitness Waiver Template) and go to the Health Screening step. The intro reads Group the questions clients answer before taking part. Rename a group, move it up or down, and give each question its own rules.
- Groups (for example 1. Cardiovascular Readiness) keep related questions together. Each group has up and down arrows to reorder it, a pencil to rename it and a trash icon to remove it.
- Questions sit inside a group. Each shows chips summarizing its rules, such as Yes / No, Required and Adds note field, with a pencil to edit and a trash icon to delete.
- Add question at the bottom of a group adds a new one.
Screen needed: the Health Screening step of the fitness builder on a phone, with the Cardiovascular Readiness group expanded showing two or three questions and their chips (Yes / No, Required, Adds note field), plus the Add question button. Show: the chips on each question, as they summarize the rules set in the Edit question sheet.
Editing a question and setting a flag
Tap the pencil on a question to open the Edit question sheet (Asked before the client takes part).
| Setting | What it does |
|---|---|
| QUESTION PROMPT | The question as the client reads it. |
| RESPONSE FORMAT | How the client answers: Yes / No, Text, Long text, Number, Date, Dropdown or Multi-select. Yes / No is the usual choice for screening questions. |
| Required | The client can't continue without answering. |
| Add a notes field when the answer is "Yes" | Shows a Please provide details box when the client answers Yes, so they can explain. |
| Add Logic | Shows or hides this question depending on another one: choose Show this field or Hide this field, the question it DEPENDS ON, an OPERATOR such as is exactly, and the ANSWER TO MATCH. Use it for follow-up questions that only make sense after a Yes. |
| Flag the submission when the answer matches | Marks the whole submission for staff review when the client gives a particular answer. Set the ANSWER THAT RAISES THE FLAG (for example Yes) and, optionally, a NOTE FOR STAFF. |
- Turn on Flag the submission when the answer matches.
- Under ANSWER THAT RAISES THE FLAG, choose the answer that should trigger the review, usually Yes.
- In NOTE FOR STAFF (OPTIONAL), write what your team should do when they see this flag, for example Ask about the diagnosis and confirm medical clearance before any cardio. The client never sees this note.
- Tap Save, then continue through the remaining steps and save the template.
Screen needed: the Edit question sheet on a phone, scrolled to the bottom so Flag the submission when the answer matches is on, ANSWER THAT RAISES THE FLAG shows Yes and NOTE FOR STAFF (OPTIONAL) contains a short example note. Show: the flag toggle and the answer that raises it.
What the client sees
In the waiver submission flow, whether on your device or through a form link, the client reaches the Health Screening step with the text Please answer Yes or No to each question so we can identify any health concerns that may affect safe participation in exercise or fitness activities. Questions appear group by group with Yes and No buttons.
Screen needed: the client-side Health Screening step on a phone, with one question answered Yes and the Please provide details box open below it showing the 0/200 counter. Show: that Yes opens the details box.
Nothing on the client's screen reveals which answers are flagged or what your staff note says. The client just completes the waiver as usual.
Finding and reviewing flagged submissions
When a client's answer matches a flag rule, the completed submission is marked Flagged. To find these:
- Open Submissions (tap View all next to Recent submissions on the dashboard) and tap the filter icon.
- Open the Status tab. Under Health screening (Show only submissions the screening raised something on) choose Flagged (Nobody has reviewed these yet) or Cleared (Reviewed, with a note on the record), then tap Apply.
- Tap a flagged submission to open its PDF and read the client's answers and the details they gave.
Screen needed: the Submissions filter sheet on a phone, Status tab, showing the Health screening section with Flagged and Cleared options and their descriptions, Flagged selected. Show: the Flagged and Cleared options.
A flag doesn't block the waiver: the client has still signed it. It's a prompt for your team to review the submission before the client takes part, talk to them if needed, and record the outcome. Once staff have reviewed the submission and added a note describing what was checked or decided, it moves from Flagged to Cleared, and the note stays on the record.
The Analytics screen keeps a running tally in Fitness Health Screening Outcomes: Screened Clients, No Risk, Flagged and Cleared. Only these outcomes are counted; the health answers themselves are never used in analytics.
Good to know
- Flags are per question. A submission is flagged if any one of its flagged questions matches. Several matching answers still make one flagged submission.
- Form-link submissions go through the same Health Screening step, so clients who sign remotely are screened and flagged in the same way as clients on your device.