You can set up Terms and Conditions in OfficeRnD Flex that all users, including members, non-members, and visitors, must accept when using your platform. This helps protect your organization legally and ensures all parties are informed before accessing services, signing contracts, or joining the Member Portal.
These documents can be applied to contracts, Billing Plans, the Member Portal, public bookings, and the Visitor App.
By the end of this article, you will know how to create legal documents, assign them to different agreement types, and control when and to whom they are presented. You will also learn how to update legal documents across contract templates and Billing Plans.
Summary
Go to Settings > Experience Hub > Terms and Conditions to create and manage legal documents.
You can assign legal documents to:
Membership, License, or Lease Agreements
Visitor sign-ins
Recurring or one-off plan sign-ups
Contract templates
You can choose whether updates affect only new members or all members.
You can assign terms to individual Billing Plans and contract types.
You cannot change the terms of contracts that have already been signed.
Access terms and conditions
Go to Settings > Experience Hub > Terms and Conditions. The page is divided into two sections: Legal Documents and Default Terms and Conditions.
Manage terms and conditions
To manage your terms and conditions:
Legal documents
You can create and manage legal documents that serve as Terms and Conditions, Privacy Policies, In-house Rules, or other custom agreements. These documents are used in:
Sign-up flows
Member onboarding
Contract templates
Custom contract types
Billing Plan purchases
Membership agreements
License agreements
Lease agreements
FAQ: Terms and Conditions
How do I ensure all members accept an updated version of a legal document?
How do I ensure all members accept an updated version of a legal document?
Use the Save as New Version option when updating a document. This ensures the new version is shown to all members the next time they log in.
What happens if I use Update Current Version instead of Save as New Version?
What happens if I use Update Current Version instead of Save as New Version?
The document will be shown only to new members signing up. Existing members will not be prompted to accept it again.
Can I assign different Terms and Conditions to different Billing Plans?
Can I assign different Terms and Conditions to different Billing Plans?
Yes. You can assign a specific legal document to each Billing Plan. Open a plan, open the Billing tab, and update the Plan Terms field.
Can I change the Terms and Conditions for already signed contracts?
Can I change the Terms and Conditions for already signed contracts?
No, signed contracts cannot be updated. You can only change terms for unsigned agreements.
Where do I manage the Terms and Conditions shown to public visitors?
Where do I manage the Terms and Conditions shown to public visitors?
Use the Non-member Terms section under Settings > Experience Hub > Terms and Conditions to manage what’s shown on public signups and bookings.
What's the difference between Member Terms and Non-member Terms?
What's the difference between Member Terms and Non-member Terms?
Member Terms apply to recurring plan signups and invited members.
Non-member Terms apply to public bookings, one-off plan signups, and drop-ins.
Can I include Terms and Conditions directly in contract templates?
Can I include Terms and Conditions directly in contract templates?
Yes. Use the Contract Terms section to attach legal documents to contract types. They will be included in the contract content.