Terms & Conditions - Wording – Pet Manager

Terms and Conditions (T&Cs) are the rules that guide the agreement between a business and its customers. They explain what each side is responsible for, help avoid misunderstandings, and give businesses a way to stay protected while resolving any issues fairly.

With Pet Manager, you can create your own personalised T&Cs and share them easily—send them by email, capture digital signatures on local devices, or have customers agree online during the booking process.

Viewing T&Cs

All Terms and Conditions (T&Cs) you create or when edited will be listed with their creation date and a View button on the overview page.

With the Multi-Site feature, you’ll see the Terms and Conditions (T&Cs) for each location displayed on separate tabs. This makes it easy to create and manage different templates for each site

When you’re in View mode, you’ll be able to read the wording but not make any changes to it.

Editing T&Cs

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.

Once your initial Terms & Conditions (T&Cs) template has been created, it can only be edited rather than replaced. This prevents multiple versions of T&Cs from being set up simultaneously. Each edit is automatically time‑stamped and recorded as a separate entry on the overview page, allowing you to track the full history of changes. This rule applies even when updating text for a single location within a Multi‑Site setup.

You can then enter and format the text according to your preferred style and requirements.

To create/edit, click the button top right.

Using the toolbar, you have various options to design the body of your text, including:

Heading settings
Bold, Italic and Underline text.
Font selection
Text size adjustment
Text colour
List styles (bulleted or numbered)
Paragraph alignment and placement
Table insertion
Inserting hyperlinks
Picture insertion - (from your local device or a live URL)
Place Holder insertion

Place holders can be inserted into the body of the text. Each place holder is automatically replaced with the relevant value (e.g., Our Address, Invoice Notes, or Portal Link) once live.

To insert a place holder, click the icon in the toolbar

A menu will display the available place holders.

Scroll through the list and click the desired place holder. It will be automatically inserted into the body of the text.

Place Holders will appear in curly brackets {} - example {our_name}

Customer Tab - This is where you set your default template text. If you’re using Multi-Sites, you can add wording to each location’s tab. If you leave them blank, the default text will automatically be used for all sites.

Once edited press the button bottom right.

When a new template is created, the system will assign it a date and display it as a new line on the overview page.

If you need to make updates to your T&Cs edit the existing wording and then .

Sending T&Cs

Once your T&Cs are set up, there are several ways to send them to customers and collect their signatures.

Via the T&Cs Email Template - When viewing a booking, you can access the T&Cs email template by clicking the email icon. This template includes a link that allows the customer to sign online without needing to log into the customer portal.

Select the template from the Wording dropdown.

The body of the email already includes the signing link. You can edit the wording around the link if needed to suit.

The recipient will receive the email with the link labelled Sign Terms and Conditions Online. This link directs them to the signing page - digital form.

Once the customer has signed and submitted the form using the button located at the bottom right of the form, the signed T&Cs will be viewable on the customer's profile

There is also the option to attach a pdf copy to this email if required.

Via Email attachment from a Booking - You can send T&Cs to customers by configuring the email settings to attach them automatically to the Booking email templates. Alternatively, when sending these emails manually, you can attach the document before sending.

For example - when sending a booking confirmation and you wish to include the T&Cs for the customer to review and sign if needed.

A PDF version of the T&Cs will be provided as an attachment. Customers may either print and sign the document or add their signature electronically and return it via email.

On Check In / Check Out - When pets are checked in or out, if the T&Cs have not yet been signed, you can request a digital signature from the customer in person.

From the Check in screen

Digital form

Via online booking - Depending on your customer portal configuration, signatures can be captured either once or at the point of every booking request.