You can set up Terms and Conditions in OfficeRnD Flex that 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.
Quick summary
Go to Settings > Member Apps > 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 terms for already signed contracts.
Manage Terms and Conditions
Go to Settings > Member Apps > Terms and Conditions. This page has two sections: Legal Documents and Default 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
Add legal documents
To create a new legal document:
Go to Settings > Member Apps > Terms and Conditions.
Click Add Document.
Enter a Title for the document.
Add your content using the text editor. You can paste content from an external source.
(Optional) Select Open in a Popup on Sign-Up if you want the document to be displayed in a popup when members click the consent checkbox during sign-up.
If you don't select this option, members can click "Consent" without opening the document.
(Optional) Add an external URL if your terms are hosted elsewhere. Note: this won't work on the Member Portal.
Choose one of the following options to save:
Add – Creates the first version of a new document. Saved as Version: 1.0.
Update Current Version – Presents the update only to new members during sign-up. Changes to the document will not affect current members on the Member Portal. Saved as Version 1.1.
Save as New Version – Creates an updated version of the document and prompts all new and existing members to accept it the next time they log in. Saved as Version: 2.0.
Note: The version logic above applies to documents used as Member Terms (see below ↓).
Default Terms and Conditions
Go to Settings > Member Apps > Terms and Conditions to access the default Terms and Conditions. In this section, you can configure who sees which legal documents, depending on their role and sign-up method.
Member Terms
Select the documents that new and active members must accept. Member Terms are displayed to:
People signing up for at least one recurring Billing Plan.
People signing up for recurring Billing Plans that require approval.
Active members who accepted a previous version of the document.
Pending members invited by an admin.
Non-member Terms
Select the documents that will be displayed to:
People booking public resources through the Public Calendar.
People signing up for a one-off Billing Plan (with no recurring plans in the cart).
People signing up as non-members with no purchase (when "Sign up as non-member" is active).
Drop-in users logging in after a major version update.
Visitor Terms
Displayed in the Visitor App to new or returning visitors.
Notice and Consent / Legitimate Interest (GDPR)
Applies only during sign-up. You can choose whether to show a single consent checkbox for all documents that must be accepted, or one checkbox per document.
Contract Terms
Select legal documents to include in all contract templates. These may contain terms, privacy policies, and similar clauses.
Add documents to contract types
You can attach default legal documents to specific contract templates:
Go to Settings > Platform Modules > Contracts.
Click a contract type.
In the Documents field, select the legal documents to attach.
Click Update.
When a contract of the selected type is renewed:
If the document in the original contract differs from what is currently set in the Documents field for that contract type, the terms in the contract type configuration take precedence over the actual terms in the original contract.
If no terms are set for the specific contract type, the latest version of the term used in the original contract will be reapplied.
Add documents to Billing Plans
To require acceptance of legal terms when purchasing a specific Billing Plan:
Go to Billing > Plans.
Click a plan and open the Billing tab.
Open Plan Terms and select the document(s) you want members to accept.
Click Update.
Members will be prompted to accept the selected legal document when purchasing the plan.
Change Terms and Conditions for unsigned contracts
You can change legal documents attached to a contract before it is signed:
Go to Settings > Member Apps > Terms & Conditions and edit the default Terms & Conditions or create a new document (see above ↑).
Go to Settings > Platform Modules > Contracts and open a contract type.
In the Documents field, remove the old document and add the updated one.
Click Update.
Note: You cannot change the legal terms of a contract that has already been signed.
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 > Member Apps > 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.