⏱️ Estimated time: 10 minutes

👤 Role: Club Manager, Membership Administrator

What you'll learn:

• How to create and name a digital membership agreement.

• How to use the Form Builder to add branding and dynamic fields.

• How to include mandatory signature fields for legal compliance.

• How to update existing agreements for future members.

When should I use this?

Membership Agreements should be used to digitise your sign-up process, allowing for paperless distribution and signatures. You should create specific agreements if your membership types require different terms—for example, a Fitness Membership may require different health commitments compared to a Spa Membership.

Key Logic: Agreements are version-controlled by the date of signing. When you edit an agreement, the changes only apply to new members moving forward. Existing members remain on their original signed terms unless they perform a membership upgrade or renewal that triggers a new signature.

Before you start:

• Ensure you have your club logo available (preferably a transparent .png file).

• Draft your legal terms and conditions and any specific questions you need the member to answer.

• Decide which dynamic data (such as Price or Category) you want to pull automatically into the document.

Step-by-step:

1. Create a new Form

Open the Settings menu and select Forms located under the Sites section. Click the + Create button to start a new template.

2. Define the Form Category

In the setup overlay, give your form a clear, internal name (e.g., "Standard Fitness Agreement 2024"). Crucially, you must select Membership Agreement from the category dropdown to ensures the system links it correctly to the joining process.

3. Apply Branding and Headers

Once inside the Form Builder, start by adding your logo to the top of the page for a professional appearance. Customise the Header text to display your Club or Hotel name, and use the sub-header text to specify the Agreement Type.

4. Build the Agreement Content

Add questions and text blocks to build out your terms. Use the Insert Field tool to pull in dynamic information. This allows the system to automatically populate specific details like Membership Type, Start Date, or Payment Details, ensuring each agreement is personalised to the individual member.

5. Add the Signature Requirement

Scroll to the end of your document and add a Signature Box. This is a mandatory step for the agreement to be considered legally binding within the digital joining journey.

6. Preview and Test

Click the Preview tab at the top of the builder. Use this view to check the layout, ensure the branding looks correct, and verify that the flow of questions is logical for the member.

7. Save and Activate

Once you are satisfied with the document, click Save Changes. The agreement is now ready to be linked to your membership products.

8. Manage or Edit Agreements

To make changes in the future, return to the Forms menu and click on the name of the agreement you wish to amend. Make your edits and click Save Changes. Remember that these updates will only be presented to members who sign from this point onwards.

Best practice:

• Use Transparent Logos: Using a transparent logo ensures your branding looks seamless against the document background across different devices.

• Dynamic Fields: Always use the Insert Field function for prices and dates rather than typing them manually; this prevents the agreement from becoming outdated if you change your membership pricing in the future.