Moving your waivers off Smartwaiver

How the move works

Every step is one you run yourself, in your own time. Rather hand it off? Send us the file and a person brings your divers in with you, free.

1. 1

   Get your data out of Smartwaiver

   Smartwaiver runs in a browser. The goal is a participant CSV, the people who signed your waivers. Menu labels shift over time, so treat these as the shape of the path rather than word-for-word buttons.

   1. 1

      Sign into your Smartwaiver dashboard

      Exports live in the dashboard, behind your account login.

   2. 2

      Open the waiver or participant search

      Find the area that lists the people who have signed, usually a waivers or participants search with an export option.

   3. 3

      Set the date range wide, then export to CSV

      Set the range as broad as it goes (all time) so every participant is included, then export the list to CSV and save it where you will find it.

   4. 4

      That CSV is your roster

      Names, email, phone, and any emergency contact you collected are what come across, along with whichever column in your export shows a waiver as already signed, if it has one.

   • Smartwaiver holds waivers, not certification records or gear sizes, so mostly it is the people who migrate, and that is the roster you need.
   • Your column headings do not have to match anything. DiveDay recognizes the common names Smartwaiver and every other system use, and shows you how each column mapped before you commit.
   • A diver your file shows as already signed comes across marked imported and is not asked to sign again. The scope table below says what that does and does not carry over.
2. 2

   What comes across, and what does not

   The same table DiveDay shows you before it imports a single row.

   Comes across

   • Names, email, phoneImported as given. A row with an email matches an existing diver on re-import; without one, it is always a new record.
   • Emergency contactName and phone, when your file has them.
   • Dive insurance (DAN)Carried across as free text, exactly as your file holds it. Never a gate, only detail the crew wants on hand.
   • Rental sizesBCD, wetsuit, boot, and fin sizes become a rental-fit profile.
   • Certification recordComes across with the diver’s record, marked imported, and clears the level gate unless your file says the card was never verified, in which case it waits for staff. Unrecognized levels need manual entry.
   • Specialty certifications (deep, wreck, night, drysuit)Marked imported. Each one’s gate stays shut until staff give it a one-tap confirm, whatever your file says.
   • NitroxMarked imported. Until staff give it a one-tap confirm, that diver gets plain air. Boarding waits on it only where your file says the card was never verified.
   • Signed waivers & medical clearanceA row marked already-accepted is trusted, medical clearance included, and marked imported. Individual medical answers are never reconstructed, only the outcome.
   • Waiver / medical documentsFetched once from your file’s URL and kept for audit. Images and PDFs up to 5 MB.
   • RoleEveryone imports as a diver, never a staff role or a login.
   • Past visits (what they booked, when)One row per booking becomes visit history. It is not a dive, and it never appears on your schedule or counts toward capacity.
   • Payment & receipt historySource payment, refund, and receipt rows come across as unverified history in Orders. A clearly parsed amount in your shop currency is counted in the revenue and refund totals. It never becomes a live Stripe order or booking payment.
   • Gear service historyComes across through the separate gear-history CSV. Units match by tag or serial number, and dated service records stay attached to the right unit.
   • Diver & staff notesCustomer remarks and staff notes become private notes on the diver’s profile.

   Stays behind

   • Credit card detailsStay with your payment processor. DiveDay never imports card numbers or CVCs.

   The same table, read the other way.

   Everything above is what arrives. What arrives is also what leaves: Settings → Data export downloads one ZIP of plain, documented CSVs (divers, bookings, waiver records, payment history), led by a contacts file shaped for another system’s import wizard. Every stored photo (certification evidence, dive-site pictures, trip recaps) comes as a real file rather than a link.

   No export fee, no support ticket, no minimum stay, and the same download works on the first day of a trial.

3. 3

   Bring the file into DiveDay

   The rest is in DiveDay, and it takes minutes.

   1. 1

      Open Settings → Import contacts

      The owner or manager uploads the CSV in your DiveDay shop.

   2. 2

      Check the preview

      DiveDay maps your columns and shows how each one landed, what it’s leaving behind, and any row it can’t bring across. A diver with a matching email is updated, not duplicated. Nothing saves until you confirm.

   3. 3

      Import, and your roster is ready

      Roster, sizes, and certification records land immediately. They arrive flagged imported, with a one-tap confirm for staff, and only a specialty-gated dive waits on that confirmation.

   For a Smartwaiver export: A Smartwaiver export is mostly contact data. Expect people and emergency contacts to import, and no certification records or rental sizes, since a waiver system does not hold them. A waiver your export shows as already accepted comes across too, marked imported.

   Start a trial
4. 4

   Cutover without downtime

   Leaving a system you have run for years does not have to mean a weekend of downtime.

   1. 1

      Let the crew walk their screens first

      The live demo runs the same roles your dock does. Have the captain run a roll call and the desk see who’s not ready before you move a single record.

   2. 2

      Run both systems for one trip cycle

      Import into DiveDay and start taking real trips through it (waivers, roster, manifest) while your old system keeps running alongside. Nothing forces a hard cutoff on day one.

   3. 3

      Time it to your slow season

      Pick a week with the fewest trips already on the books. Fewer live bookings straddling the switch means less to reconcile by hand.

   4. 4

      A second import updates your roster instead of duplicating it

      Re-run the export later, once your old system has more bookings in it. DiveDay matches existing divers by email and updates them instead of creating a second record, and a repeated visit history collapses instead of doubling.

   5. 5

      Budget an afternoon, not a week

      Exporting from the old system is minutes of work, and the preview shows what will land before anything saves. Review it, fix any flagged rows, and import for real. It takes one sitting.