The User agreement is an extra question that displays a document (e.g., waiver, consent form, etc.) in your registration form(s), which asks for the client's informed consent when they register. It gives transparency to both admins and clients by providing the date/time and email address of the individual who opens the user agreement and clicks 'Confirm'.
For sessions/drop-in, private lessons, online bookings, and/or memberships
Make it optional or required at checkout
Visible to participants and admins in the client account
Users must open the agreement and click the ‘I confirm’ button to agree
Downloadable proof that includes a history of previous agreement dates
💡 If you want everyone to accept your general Terms and Conditions
before making a purchase, write them in the Legal notice section
in the Store > Store settings subtab.
In this article:
1. How to create a 'User agreement' extra question
First, create the extra question and then link it to your adult/child form(s). We suggest linking the 'User agreement' to both adult and child forms.
In the Account > Forms subtab, click Extra questions.
Click New question and choose 'User agreement' as the answer type.
Write your user agreement (with smart formatting, HTML is not supported).
There is no character limit.
Decide how often you want clients to agree by picking an agreement frequency:
One time only: Clients only need to agree the first time they make an eligible purchase
Every eligible purchase: Clients must accept the terms every time they make an eligible purchase
Pick a validation:
Visible: The user agreement is visible, but clients don't have to agree.
Required: Clients or admins must agree in order to complete purchase.
Admin optional: Clients must agree, but admins don't have to.
Save the extra question. Link it to your registration form(s) as usual.
2. How to agree to a 'User agreement' in the store
The user agreement question appears at Step 2 of the checkout. The client must click 'Read terms' to display the text, followed by 'Confirm'. The client (or admin's) email address and the hour the agreement was accepted is recorded in the client's account.
The user agreement must be linked to an active form, meaning the activity, online facility booking and/or private lesson must still have upcoming occurrences, and/or the form must be linked to an active membership.
If the validation is set to Required or Admin optional, your clients won't be able to proceed unless they click 'confirm'.
3. How admins view an agreement in the client account
In the Clients tab, open the client's profile, click the Account members subtab and select the member.
In the Forms field, select the form with the 'User agreement' extra question. If the form is linked to an active activity, online facility booking, private lesson and/or membership, keep the selection to 'Active' forms.
In the Extra questions section, you may view the email address and timestamp that was recorded when the client (or admin) clicked the ' Confirm' button.
❗ Careful - If an admin clicks 'Read terms' and then 'Confirm', the record of agreement is replaced with the admin's email and a new timestamp. Simply click 'Cancel' if you want to dismiss the user agreement.
4. How clients view an agreement in their account
In My account, clients must go to the Members tab and select the person.
Scroll to the 'Forms by organization' section and find the organization.
Click the Extra questions section to view the email and timestamp of when the 'Confirm' button was clicked. Click 'Read terms' to view the agreement.
Clients can update the timestamp by clicking ✏️ Edit, followed by the 'Read terms' button. If they click 'Confim', the timestamp is updated. Each time a user clicks 'Confim', it's added to the history which is visible in the downloadable proof.
5. Frequently Asked Questions
1. Can I edit a user agreement or the extra question?
1. Can I edit a user agreement or the extra question?
Neither admins nor clients may edit a client's user agreement after it's been agreed to. In addition, admins can't edit a 'User agreement' extra question if it's already been agreed to by at least one client. If you need to change it, you must create a new registration form and link a new 'User agreement' extra question. Don't forget to link the new registration form to all applicable activities, online bookings, private lessons and/or memberships.
You can still view a client's inactive user agreement(s) by clicking on the Form field above their photo in the Clients > Account members subtab and selecting the old (now inactive) registration form.
2. Can I download a copy of the client's user agreement?
2. Can I download a copy of the client's user agreement?
Clients and admins can download a copy of the client's user agreement. You can expect to see the organization's logo, the user agreement name, content, along with a full history of the dates it was accepted.
Admins may click the download icon next to the agreement in the Account members subtab.
Clients may click the download icon next to the agreement in the Members tab by scrolling to the Forms by organization section and click the 'Extra questions' section.
3. Why does the user agreement have to be on an active form?
3. Why does the user agreement have to be on an active form?
For the agreement to be readily visible in the client's account, the 'User agreement' extra question must be linked to an active registration form. This means the activity, online booking and/or private lesson must still have upcoming occurrences, and/or the form must be linked to an active membership.
If the registration form is no longer active, then admins can still view a client's inactive user agreement(s) by clicking on the Form field above their photo in the Clients > Account members subtab and selecting the old (now inactive) registration form.
❗ Clients won't see agreements in My account unless the registration form is active.
4. Can I export a client list to show who agreed?
4. Can I export a client list to show who agreed?
You can export client lists that include a column for the user agreement as long as the registration form it's linked to is active. While you won't see the text of the agreement, you will see 'True' if the someone clicked 'Confirm'.
This is the case when exporting from Clients > People > Operations > Export and including extra questions, as well as in the Activities > Registration > Attendance list >Operations > Attendance list generation and including a column in the report for your 'User agreement' extra question. See the example below.
5. What if I replace an activity or membership that has a user agreement?
5. What if I replace an activity or membership that has a user agreement?
If you replace an activity or membership with one that is linked to a different registration form, the previous 'User agreement' disappears from immediate view in the client account. If a different 'User agreement' extra question is linked to the new form, then it will appear in the client account, but it won't have a read timestamp unless the client (or admin) opens the user agreement and clicks the 'Confirm' button.
6. What if a client can't see the user agreement in their account?
6. What if a client can't see the user agreement in their account?
If a client says they can't see the user agreement in their account, verify the following:
Is the 'User agreement' extra question linked to an active registration form? Clients can only see active form questions in their client account. If the form is attached to a membership, the membership must still be active (i.e., not expired).
Has the client completed the form? Have them check in the Members tab, under the section for 'Forms by organization'.
To ensure that all clients are prompted to agree to the user agreement, the extra question's visibility should be set to 'Required' or 'Admin optional'.
7. Why don't I see an email address on the user agreement timestamp?
7. Why don't I see an email address on the user agreement timestamp?
Past agreements only show a date (but no email address) if it was agreed to prior to August 10th 2023.
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