Terms and Conditions allows you to have a form of digital waver, that is available for your customers to sign and is recorded on file against their customer record. In this section you can alter settings related to:
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Access Terms and Conditions
To manage the Terms and Conditions go to Settings > General
Then navigate to Terms and Conditions in the left side menu.
Reset Terms
If you have recently altered your terms and conditions and want your customers to re-sign, you can perform a Reset Terms. You can commence this by clicking the orange ‘Reset Terms’ button.
You will be asked whether to 'Reassign terms to all existing future bookings'. This will determine whether you want to invalidate any terms that have been already signed on future bookings.
Dependant upon which setting you have been using for "Terms Validity" will determine what process occurs after you click "Save".
Forever
- Get the earliest future booking for each customer, and create a new T&Cs
- Assign new T&Cs to all future bookings for that customer
- Automatically email the customer with a copy of the new terms, and a link to sign online (if enabled with "Terms Sign Now Enable")
- Delete all terms that hadn’t been accepted, and are no longer attached to a booking
Yearly
- Get the earliest future booking for each customer, grouped by year, and create a new T&Cs
- Assign new T&Cs to all future bookings for that customer, within the same year
- Automatically email the customer with a copy of the new terms (first year only), and a link to sign online (if enabled with "Terms Sign Now Enable")
- Delete all terms that hadn’t been accepted, and are no longer attached to a booking
Per-Booking
- Get all future bookings, where the terms had been signed previously (or terms was assigned via forever/yearly), and create a new T&Cs
- Automatically email the customer with a copy of the new terms (first booking only), and a link to sign online (if enabled with "Terms Sign Now Enable")
- Delete all terms that hadn’t been accepted, and are no longer attached to a booking
Dates
The options below allow you to customise the dates when your Terms and Conditions will need to be signed, and the duration of their validity.
Terms Validity
- Single Booking - will require the Terms and Conditions to be signed for every single booking.
- Calendar Year - will require the Terms and Conditions to be signed once each year, e.g. for 2024, and then again for 2025.
- Forever - will require the Terms and Conditions to only be signed once.
Activation
This section allows you to utilise a couple of different options regarding when customers will be prompted to sign your Terms and Conditions on the customer portal.
Portal Customer Terms - When using the customer portal, once the customer has created their profile after first logging into the application, they will be prompted to sign the digital waver. This process forces customers to sign the waiver prior to being able to make a booking or perform other tasks.
Portal Require Booking Terms - This option requires customers to sign the digital waiver when making a booking. Once the booking goes through, the customer will select the dates and other booking information first, and will then be prompted to sign the digital waiver.
- This option works in combination with the Terms Digital Signatures in the Type Section.
Type
The options below allow you to set separate versions of your Terms and Conditions for each location (if you have multiple locations), while keeping the signing method consistent across all locations.
Terms Locations - If you have the Multi-Site Edition, you’ll have access to the Terms Locations feature. This allows you to set separate Terms and Conditions wording for each location. This is especially useful if you're operating multiple sites with different branding or legal requirements, as you can customise the terms for each site individually.
Terms Digital Signature - This feature is on by default and allows you to take digital signatures
- If you turn this feature off, the Terms and Conditions form will simply have a signature line, rather than a box which the signature can be drawn into with a mouse or finger. Meaning you will have to print out the form and have the signatures scanned in.
- We highly recommend utilising digital signatures.
Terms Sign Now Enable - When activated, this feature lets customers sign the Terms and Conditions in person using an online form that opens in a separate tab, bypassing the need to log into the customer portal.
Settings
The options below allow you to edit the way your Terms and Conditions form will be viewed and signed.
Terms Pets - This feature is on by default and allows you to display the pets names on the top section of the Terms and Conditions form.
- If you turn this feature off, the pets will not be displayed on the Terms and Conditions form.
Terms Default Checkin - Allows you to use the checkin date as the default signed date.
- We highly recommend just getting the signatures on the day the Terms and Conditions forms are made.
Edit Terms
In the top right corner is an 'Edit Wording' button, which allows you to edit your Terms and Conditions.
When you first open this section, a default (dummy) set of Terms and Conditions will be provided. We strongly recommend removing this and uploading your own Terms and Conditions, ideally written or reviewed by a legal professional, to ensure you are properly covered from any liability.
If you have enabled 'Terms Locations', you’ll have the option to customise the wording of your terms for each individual location.
Each location will appear as a separate tab at the top of the Edit Wording screen, allowing you to easily switch between and update them as needed.
When you have finished entering your Terms and Conditions, press the button located bottom right
For More Information
On editing the T&Cs view - Terms & Conditions - Wording
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