Waiver software for multi-location ranges works best as one account that holds a separate record trail for each site: shared setup, a distinct address and FFL number per location, staff who see only their own counter, a kiosk at every front desk, and reports you can filter by location or roll up for the whole group. This guide walks through the operational choices a range group or FFL chain faces, without naming vendors or giving legal advice.

Not legal advice. This article explains general operations and federal recordkeeping rules. Waiver terms and electronic-signature questions vary by state, so talk to a local attorney (one licensed in each state where you operate) before you standardize wording across sites.

Why do multi-location ranges need a different waiver setup?

Multi-location ranges need a different setup because paper and single-site tools break down when several counters, managers and customer lists have to stay organized at once. A single-lane shop can keep a clipboard and a filing cabinet. Three sites cannot: signed pages end up in different back rooms, a regular who signed at one site is a stranger at the next, and the owner has no single view of what was signed yesterday.

The problem is not volume alone. It is retrieval. When an insurer, an attorney or an inspector asks for a record, someone has to find it quickly and know which site it belongs to. For a deeper look at what a waiver itself should contain, see our guide to the shooting range liability waiver.

What does waiver software for multi-location ranges need to do?

It needs to do five things: keep one account, separate records by location, restrict staff by site, run kiosks at every counter, and report by location. The checklist below turns that into a buying and setup list.

Multi-location waiver software checklistSeven capabilities to confirm before rolling a waiver system out across several sites.
  • One account for the group, with each location holding its own address, hours, FFL number and kiosks
  • Staff roles that limit a team member to the locations they work at
  • Kiosk mode at every counter, with an offline queue for dropped WiFi
  • Reports filtered to one location or all locations, with CSV export
  • An audit log of who changed what, exportable for your records
  • Every signing keeps the exact waiver version it was signed on
  • A way for a third party to check a signed PDF is genuine

Range Waiver is built around this pattern. Each location keeps its own address, hours, FFL number and kiosks, and Growth and Pro plans cover multiple locations (see multi-location range waiver software for the full picture).

How should you structure one account across several sites?

Structure it with one owner-level account on top and each site set up as its own location underneath. Owners and Admins see every location, while Staff are limited to the sites they work at. That keeps the group view intact without handing every employee the whole customer list.

Setting up a multi-location waiver accountSix setup steps, from first location to a verified group-level view.
  1. Create the account and the first locationEnter the site's address, hours and FFL number if the site holds one.
  2. Build or import the waiverStart from a sample, import your current file, or send it to the vendor's team to build. Have a lawyer review it.
  3. Add the other locationsEach site gets its own details and its own kiosks.
  4. Assign rolesMake group managers Owner or Admin, and limit counter staff to their own site.
  5. Turn on kiosksSet up a tablet at each counter and choose whether it opens a waiver, a packet or an event.
  6. Check reports and the audit logConfirm site managers see their location and the owner sees the roll-up.

Plan limits matter here. On the published plans, Free and Starter cover one location, Growth covers up to three at $79 a month, and Pro covers unlimited locations at $149 a month. See pricing for the current details, and the features page for what each plan includes.

What do federal rules say about records tied to each location?

Federal firearms licensing is organized by location, and ATF recordkeeping follows the licensed premises. Under 27 CFR 478.50, a license covers the activity at the address listed on it, and a separate license is generally needed for each place of business, with listed exceptions. ATF's May 2026 proposal on the definition of business premises discusses how adjoining properties might be treated and notes that licensees can ask ATF for an alternate method or procedure. The regulation text is available as a govinfo PDF of 27 CFR 478.50.

Retention is a related question. Current 27 CFR 478.129(b) has licensees keep each Form 4473 until business or licensed activity is discontinued, at the business premises and readily accessible for inspection. In its proposed Firearm Records Retention Periods rule, ATF floated a fixed period instead. The comment deadline in that notice was August 4, 2026, so check the Federal Register for whether it has since been finalized.

20 or 30 years

Proposed Form 4473 retention periods ATF is considering

ATF's May 2026 proposal weighs a fixed retention period of 20 or 30 years instead of keeping Form 4473 until business is discontinued.

Source: Federal Register: Firearm Records Retention Periods

Two cautions. First, this is a proposal, not a final rule. Second, a waiver is not a Form 4473. A signed waiver is a liability record you keep for your own purposes, while the 4473 is a federal transaction record. Waiver software does not replace it, and the prohibited-person questions in a waiver flow are not a substitute for the federal form. For the form side, see ATF's Form 4473 revisions page and our article on proposed Form 4473 changes for dealers.

On the signature itself, the federal E-SIGN Act says that for transactions in or affecting interstate commerce, a signature or record generally cannot be denied legal effect solely because it is electronic (15 U.S.C. 7001). It does not settle whether a waiver's release terms will be upheld, and that varies by state.

How do kiosks, staff roles and reports work across sites?

Kiosks capture signings at each counter, roles control who sees what, and reports turn it into a per-site and group view. A tablet at each front desk resets itself after every customer, can have its own exit PIN, and saves a signing offline if the WiFi drops, then sends it once the connection returns. Returning customers can find their record by last name plus phone digits or date of birth, so regulars do not start from scratch.

On the staff side, every plan lets you limit a Staff member to the locations they work at. The audit log, available on every plan, records who changed what and can be exported. For the group owner, reports on Starter and above chart signings and check-ins by day, week or month, filtered to one location or all of them, with CSV export. Growth and above add an API and signed webhooks if you want signings to flow into a point-of-sale system (see the developer docs).

Gun stores with attached ranges can see how this plays out at the counter on the gun store waiver page.

What decisions should a group make before rollout?

A group should settle four questions before rollout: wording, customer lists, retention and access. The comparison below frames the trade-offs.

Paper waivers vs. digital waivers across several sitesHow the day-to-day work changes when a group moves from paper to digital records.
FeaturePaper waiversDigital waivers
Finding a recordSearch boxes at the site where it was signedSearch by name, email, phone or date of birth in one place
Staff accessWhoever can reach the filing cabinetRoles limited by location
Wording changesReprint and hope old stacks are gonePublish a new version, past versions stay viewable
Group reportingManual counts per siteReports by location or all locations
Checking a copyHand over the original or a scanA certificate reference anyone can check
  • Wording: one shared waiver is simpler to manage, but states differ on how courts treat releases. If sites are in different states, talk to a local attorney in each.
  • Customer lists: decide whether a shooter who signs at one site is treated as a customer of the whole group, and what your privacy policy says about it.
  • Retention: set an internal schedule for waiver records separate from your Form 4473 obligations, and watch the ATF proposal above.
  • Access: decide who gets Owner, Admin or Staff roles, and who can export data.

The NSSF also publishes range business development resources that are useful when you are planning growth to more sites.

Frequently asked questions

Do I need a separate waiver account for each location?

Not necessarily. Range Waiver keeps each location's address, hours, FFL number and kiosks inside one account, with Owners and Admins seeing every location and Staff limited to theirs.

Does waiver software replace Form 4473 recordkeeping?

No. A waiver is a liability record, while Form 4473 is a federal transaction record that licensees keep under ATF rules. Check the current regulations and talk to a local attorney or your ATF industry contact about your obligations.

Can I use the same waiver wording at every site?

Often that is an operational choice, but waiver terms are treated differently from state to state. Have a lawyer review the wording for each state you operate in before you standardize it.

Sources