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How to add Contract and User agreements and Terms and conditions in PGM?

Updated

Introduction

User agreements and Contract Agreements are the checkboxes visible to the club member in the process of registration, on contract upgrading and while granting consent for receiving communication and marketing purposes. You can define the description of each checkbox and connect it to the selected document type, i.e. Application form. 

User Agreement / Contract Agreement checkbox states granting the club member's consent for receiving e-mail/mobile correspondence and communication from the club. It can also be a data processing consent that is required when a member joins the club. Such consents can be related to a Contract or a user profile - that is why they are called User agreements or Contract agreements. 

You can give the possibility to read the attachments to the User or Contract Agreement prior to its signing and to revise the scope of the Terms and Conditions your club members are to consent to. You can also define if the granting consent step should be optional or obligatory for a club member. You may also require your club member to sign the User/Contract agreement. In this case, the signature will be automatically added to the Application form. 

  • This article will show you how to add User/Contract Agreement checkboxes to the Agreement forms.
  • This article will be helpful to PG Champion, Administrator, Club Manager and Club Owner.

Instruction

How to add Contract / User agreements and Terms and conditions?

1. Go to the PGM -> System settings and choose User Agreements. 

2. Click on the Add new agreement button in the right upper corner. A new pop-up window will appear.

3. Fill in the following information:

  • Name - enter the name of the User/Contract Agreement. The name is only for management purposes and won't be visible to members. Contract Agreement - can be applied to all or selected contract agreements (not only for the main contract, but also for additional contracts).

This will link the ContractAgreement RDLC file. It is set within Agreement Template in Payment plans if there is more than 1. The agreement does not need to be specific to terms and conditions - see the example for more information.

  • Title- enter the User/Contract Agreement title. It will be displayed on the Client Portal and POSweb next to the checkbox that the club member has to tick to grant their consent. 
  • Content - enter the text of the agreement. It will be shown below the description in light grey colour.

Since version R92 in Client Portal registration form, the content of the User Agreement is extended and can have up to 4000 characters.

  • Agreement type - here you define if the agreement is a contract or user agreement that applies to all of the users while the contract agreement applies only to users with specific contracts.
  • Code - the code of the agreement. In most cases, you can leave this field empty. It is mostly used for external integration purposes. The code is the most important part, it is a unique code that can only be used once.

Selected codes such as 'ExternalSystemIntegration' is used elsewhere in the system, hence why it can only be used once.

It is recommended NOT to use any codes unless it is required.

  • Document type - select the type of document from the predefined list and connect the checkbox with the appropriate document form. This will generate a linked document (from the RDLC file) when the agreement is generated.

If no document, leave this blank (Contracts require 'User Agreement' as the document type).

I.e. If you want to create the Terms and conditions checkbox, select the User agreement from the list. This way, the system will automatically add the checkbox to the Application form. 

  • Start date / End date- select dates from the calendar when the agreement will be visible.
  • Is required for new users - the agreement will be required for new users.
  • Is required for existing users - the agreement will be required for already existing users. It can be used if you have an important agreement that all users must accept.
  • Is the client's signature required - agreement has to be signed to finish the process.
  • Is the attachment review required - requires an attachment review in the Client Portal during the signing up process. The agreement can not be checked until the user clicks on the link to the attachment. Requires an attachment to be added to the agreement.

This feature is available from the R.92 system version onwards.

Else when you create a new agreement it will end the existing agreement. The most common situation is that 'TermsAndCondtiions' is used, and cannot be used more than once. Since there were a lot of changes done to existing clients, this will all have to be reverted /changed future.

The recommendation is to do the following at minimum:

  • Contract Agreement x1 (generic - Code = Terms and Conditions - RDLC and Template are connected to the payment plan).
  • User Agreement - Newsletter agreement (not mandatory).
  • If the client has specific agreements for different contracts, add additional contract agreements, however, leave both Document Type and Code blank.
  • If the client has general agreements for all clients (or only visible in selected screens), use User Agreement and leave both Document Type and Code Blank unless it requires either of them.

Visibility

  • Visible in - select for which applications agreement will be visible.
  • Visible for - select for which group or for which payment plans agreement will be visible. In the case of the contract agreement, you need to select groups and payment plans. For the user agreement, you can select groups. Groups determine on which screen of the Client Portal agreement will be displayed:
  • Profile Edit Agreements - available on the Client Portal in member information.
  • Personal Data Agreements - available during the sign-up process when filling in the personal data information on the Client Portal and POSweb. 
  • Friend Access Agreements - available during the purchase of additional services to the main membership contract.
  • Summary Agreements Guest - available on guest summary agreement. 
  • Summary Agreements Member - visible on a summary page on the sign-up process.
  • Summary Agreements Pay As You Go - visible on a summary agreement for Pay As You Go. 
  • Upgrade Contract Summary Agreements - visible on the summary of the agreement for members who want to buy new or additional Payment plans through the Client Portal.
  • Payment Credit Card Agreements - visible on the Credit Card details page during the sign-up process.
  • Choose Payment Method Agreements - visible on the choosing payment method screen.

Attachments

  • Add attachment - click on the button if you want to attach the PDF file, i.e. containing Terms and conditions. 
  • Language - select the language of the document from the predefined list.  
  • Choose a file - click on the button and upload the document from a hard drive, or simply drag and drop the document.
  • Add - click on the button to add the document. 

4. Click on the Save button. 

Hints

Here, you can see how the Contract agreement is displayed in the Client Portal. 

If the signature before approval of the agreement is not needed and you have few agreements on the list, you can use check all agreements toggle to mark all agreements at once. You can ask Technical Support to enable check all agreements toggle, only if certain number of agreements displayed in Client Portal agreements form is exceeded by using ClientPortal.Agreements.MinNumberOfAgreementsForWhichCheckAllToggleAppears setting.

Example check all agreements toggle:

The logic related to how User Agreements are ordered in Client Portal is based on the following.

Agreements are ordered by requirement first, then by 'is re-agreement required', and only then by their position in list. It means, that there is no possibility to show non-required agreement above the required one.

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