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      CRM - Insurance Waiver Form Internal FAQ

      General

      • Lives in WorldVia PRO as part of the Trips section of the CRM (Customer Resource Manager)
      • Can only be sent from within a specific trip.
      • Is available to all permission types.
      • Is available on all trip statuses.

      Education

      Common Questions

      • What is an insurance waiver form, and why does it matter?
        1. As a travel advisor, ensuring clients are informed about potential risks and offered suitable protection is so important. That’s why it’s important to send clients who have declined to purchase travel insurance through you an Insurance Waiver Form.
        2. By signing these waivers, clients acknowledge that they have been informed about the benefits of trip insurance and have made an informed choice to either decline coverage or purchase it independently.
        3. This crucial step not only safeguards the interests of the advisor but also empowers clients by ensuring they understand the risks associated with their travel plans.
        4. Travel insurance is sold by household, so when your clients decline trip insurance, you only need to send one insurance waiver per household.
      • How do I submit suggestions or improvements for WorldVia Products?
        • We are continuously looking for ways we can improve our sites, tools, and user experience. If you have a suggestion on how we can improve, please fill out this form. Thank you in advance!
      • What is the CRM?
        • The WorldVia PRO CRM, or Customer Resource Manager, is a group of tools housed under the Run tab in the left side navigation. It includes a Contact manager, Company manager, Trip manager, Tasks, and notes.
      • Will there be a cost for the CRM?
        • No, the CRM is a business management tool included with your membership.
      • Will the CRM ever cost more?
        • Currently, the CRM is included in your membership fee. We have no plans of changing that at this time.
      • Who owns the client data in the CRM?
        • As the owner of your travel business, you own your client data. 
      • How do you use the data from the CRM?
        • We use your data for analysis purposes, statistics, service improvement, in support of any potential corporate transactions, security, and more. Read our full Privacy Policy for more details.

      How-To Guides

      How to send an insurance waiver form in the WorldVia PRO CRM

       

      By signing an Insurance Waiver Form, clients acknowledge that they have been informed about the benefits of trip insurance and have made an informed choice to either decline coverage or purchase it independently.

       

      With the WorldVia PRO CRM, you can send insurance waiver forms from within a trip.

       

      How To Send an Insurance Waiver Form If Your Gmail is Connected to Your WorldVia PRO Account

      If your Gmail account is synced to the Email function in WorldVia PRO, you can write the insurance waiver form email in WorldVia PRO. 

      1. Navigate to the Trips board by clicking on Trips under the 'Run' header in the left-side navigation. Then, choose the specific trip for which you want to send the insurance waiver forms.
      2. Click on the Trip Actions button in the top right corner of the trip, then select Send Insurance Waiver from the dropdown menu.
      3. You will see a popup to send the insurance waiver. You only need to send one insurance waiver per household.
      4. In the “Send email to” field, select the traveler you’d like to email. 
        1. You can only select one traveler, and they must be linked to the trip already. You can add or remove travelers on the Trip Overview Page. However, you can cc other travelers on the trip on the email.
      5. Review the assigned trip, departure date, and return date fields. These will be visible to your clients in the form.
      6. Edit the email subject and the body text as you see fit. The form link will appear where the “[Link to form will appear here]” text is. 
      7. When you’re ready, click Send Email.

      A record of the insurance waiver form being sent to the traveler is automatically saved as a note in the Notes section of the CRM. The note subject text is: "Insurance waiver form was emailed to <traveler contact name> on <date> at <time>."

      When the insurance waiver form is completed, you and the traveler who completed the form will receive an email with a PDF copy. The insurance waiver form note in the WorldVia PRO CRM is updated to show the date and time the form was completed and includes a pdf copy and screenshot of the completed form. The note subject text is updated to: "Insurance waiver form was completed by <traveler contact name> on <date> at <time.>"

       

      How To Send an Insurance Waiver Form Without Your Gmail Synced to the WorldVia PRO CRM

      If your Gmail account is not synced to the Email function in WorldVia PRO, you will be able to copy a link to the Insurance Waiver Form 

      1. Navigate to the Trips board by clicking on Trips under the 'Run' header in the left-side navigation. Then, choose the specific trip for which you want to send the insurance waiver forms.
      2. Click on the Trip Actions button in the top right corner of the trip, then select Send Insurance Waiver from the dropdown menu.
      3. You will see a popup to send the insurance waiver. You only need to send one insurance waiver per household.
      4. In the “Contact” field, select the traveler you’d like to email. 
        1. You can only select one traveler, and they must be linked to the trip already. You can add or remove travelers on the Trip Overview Page. 
      5. Review the assigned trip, departure date, and return date fields. These will be visible to your clients in the form.
      6. When you’re ready, click Copy link to insurance waiver form.
      7. You will see a message that says, “Link was successfully copied,” and you can paste the link in an email or message to your client.

      A record of the insurance waiver form being sent to the traveler is automatically saved as a note in the Notes section of the CRM. The note subject text is: "Insurance waiver form to <traveler contact name> was copied on <date> at <time>."

      When the insurance waiver form is completed, you and the traveler who completed the form will receive an email with a PDF copy. The insurance waiver form note in the WorldVia PRO CRM is updated to show the date and time the form was completed and includes a pdf copy and screenshot of the completed form. The note subject text is updated to: "Insurance waiver form was completed by <traveler contact name> on <date> at <time.>"

       

      Preview of the Insurance Waiver Form

      Below is a preview of the insurance waiver form with all fields open. 

      • The Travel insurance provider and Policy number fields only appear if the traveler selects Yes under the "Have you purchased travel insurance for this trip from another third party?" field.
      • The Guardian full name and Guardian signature fields only appear if the "I am signing as the legal guardian of a minor under the age or 18." checkbox is selected.