Returning Client Flow Overview
When a client submits their first TRF waiver, they spend a few minutes filling out their bio, health history, and ID capture. You add your artist notes, lock it down, and send it to your cloud. For every session after that on the same tattoo, the client’s information and your hardware/pigment notes usually stay exactly the same. Only the date changes.
Using the RETURNING CLIENT feature, TRF pulls up their last waiver from your connected cloud storage. If nothing has changed, they just review it, sign it, and upload a fresh copy with today's date.
Each Returning Client waiver uploaded to your cloud counts as one form spent from your active plan, which you can easily monitor on your subscriptions page.
Handoff & Passcode Security: To protect client privacy and stop clients from browsing other people's waivers, the returning client lookup flow is strictly passcode-protected:
Artist Passcode: Grants access to search, filter, and pull up previous client waivers from the cloud.
Master Passcode: Can also be used to unlock the returning client search utility.
The default passcode for both tiers is 1234, and studio owners are strongly encouraged to set unique PINs in settings to maintain security.
STARTING THE SEARCH
This step describes how to find a returning client from the Welcome Screen.
RETURNING CLIENT: Tap this button on the main Welcome Screen.
Passcode Entry: The artist enters their specific Artist Passcode (or Master Passcode) on the numeric keypad to unlock the search interface.
Search Field: Type the client's first or last name and tap SEARCH.
TRF/CRF Tagging: Search results display a tag next to the client's name. "TRF" indicates a Tattoo Release Form. "CRF" indicates a Cosmetic Release Form (built into v3.2 for cosmetic tattooing). Always select the file tagged TRF for standard tattoo clients.
Cloud Filters: Pro Plan subscribers can tap the filter icon next to the search bar to narrow down the search by Artist Name, Date Range, Date Range + Artist, Client Birth Year, or Minors (Under 18).
SELECTING & PREVIEWING
This step describes how the client takes over the iPad to review their historical information.
Waiver Selection: Tap the client's previously submitted waiver from the search results list.
Welcome Back Modal: A pop-up welcomes the client back and provides instructions. The client taps GO to proceed to their previous waiver and see whether they need to update any relevant details for today's session, such as a new ID, a change of address, etc.
Red-Flag Highlights: Any health conditions or medical questions they previously answered "Yes" to will automatically be highlighted on the final PDF in bold RED text for easy review by the artist and client.
Client Advisory: If you have the Client Advisory feature enabled in Settings, the client will read the health risks and tap I'VE READ AND I UNDERSTAND to proceed.
"MORE OPTIONS"
This step allows changes if details have updated since the last session.
MORE OPTIONS: If a client has moved, changed their phone number, or is suddenly taking a new medication, they cannot just hit resubmit. Tapping "MORE OPTIONS" in the bottom left corner of the viewer unlocks editing.
Client Data Edit: Enables the client to update their personal details, address, or health/medical conditions before resubmitting.
Artist Notes Edit: Enables the artist to update their setup notes, lot numbers, or financials before generating the new PDF.
RESUBMITTING & CLOUD SYNCING
This step details how to finalize and upload the fresh multi-session waiver.
SIGN & RESUBMIT FORM: Tap this button at the bottom right of the viewer if all details are confirmed accurate.
Final Signature: The client signs on the screen and taps DONE.
SUCCESS!: A screen confirming the PDF has been compiled and uploaded to the cloud. Tap OK to return to the Welcome Screen.
Cloud Syncing: The app instantly compiles the final PDF with today's date and a fresh client signature and uploads it directly to the connected cloud service (Google Drive, Dropbox, OneDrive, or Box) configured in the CLOUD settings tab. The waiver is saved inside the folder: Beluga Digital App [year] Tattoo Release Forms / Waivers.
Suggestions for using the Returning Clients feature
Do not use this for a brand-new tattoo. By law, because the artwork, placement, procedure, and tools are changing, you must submit a completely new waiver to cover you and the shop. Resubmitting an old waiver for a new piece leaves you unprotected. New tattoo = tap NEW CLIENT.
Read the HEALTH CONSIDERATIONS pop-up. Also, take a second to actually look at the waiver before they hit submit. Look at the red text in the health section to ensure they are safe to tattoo today.
Legacy Compatibility (v2 vs. v3). Waivers generated on older versions of TRF (pre-v3.0) cannot be pulled up using the v3 Returning Client search due to secure cloud protocols. Legacy clients must submit a fresh "New Client" waiver on TRFv3 once to enter the v3 system, after which they will be searchable.
MINORS AND TRF APP: Real-World Health Inspection Power Move: The Minors Filter
Pro-Tip for Health Inspections: For PRO subscribers- when local health department inspectors ask to audit your minor consent forms, you don't need to leave your station or log into a desktop computer. While you can always open your connected cloud storage on a Mac or PC to show your Beluga Digital App [year] Tattoo Release Forms / Waivers folder, you can impress inspectors right on the iPad.
Open RETURNING CLIENT, enter your passcode, tap the search filter icon, and select Minors (Under 18). In seconds, the app filters and displays every minor waiver on record—complete with attached parent/guardian ID photos and proof of guardianship. Studio owners routinely report that pulling up minor records instantly on the iPad thoroughly impresses health inspectors and turns a stressful audit into a quick, effortless compliance win!
READ MORE HERE: For the complete step-by-step breakdown on configuring minor legal clauses, parent/guardian ID photo capture, and legal guardianship proof, see our featured guide:
Tattooing Minors Using TRF App: Complete Step-by-Step Guide.