⏱️ Estimated time: 5 minutes
👤 Role: Club Manager, Legal/Compliance Officer, Membership Administrator
How to create unique Terms & Conditions (T&Cs) for different membership categories.
How to manage and update your legal text for digital distribution.
How to ensure new sign-ups are bound by the correct version of your terms.
You should use this section to store the legal frameworks for your memberships. While some clubs use a single set of T&Cs, many require variations based on the commitment level or facility access. For example, a Spa Annual membership may have strict cancellation notice periods, whereas a Fitness Monthly rolling contract may have more flexible terms.
Key Logic: Managing these digitally ensures that the correct legal text is always attached to the digital joining journey. When you update a set of T&Cs, the system ensures that all new members or renewals from that point forward are prompted to agree to the most recent version.
Have your legal text ready to copy and paste from your source document.
Identify if you need separate documents for different membership types (e.g., Spa vs. Fitness).
Open the Settings menu and navigate to Terms & Conditions located under the Memberships section. This area acts as a library for all your legal documentation.
Click the + New Terms & Conditions button to open the editor.
Enter a clear, internal Name for the document (e.g., "Spa & Fitness Monthly T&Cs – 2024"). Using a descriptive name is vital so you can easily map the correct terms to the right membership product later.
Copy and paste your terms into the Content box. If you are typing them manually, ensure you use clear headings and spacing to make the document readable for the member during the sign-up process.
Click Save to store the document. Once saved, these terms will be available to select when you are configuring your Membership Types.
To make changes, click on the specific T&C entry you wish to modify. Make the required amendments in the text editor and click Save to confirm.
Important Notice: Updates made to existing terms will only take effect for new sign-ups or renewals. Existing members on active contracts will remain bound by the version they originally signed unless a new agreement is triggered.
Version Control: When making significant legal changes, consider creating a "New" T&C entry rather than editing an old one. This makes it easier to track which members are on which specific legal versions for reporting purposes.
Formatting: Use bolding for key clauses (such as notice periods or refund policies) within the content box to ensure they are easily visible to the member.
Regular Reviews: Review your T&Cs at least once a year or whenever your club policies change to ensure your digital documents remain compliant with your current operations.