Booking agreements require your guests to read and accept terms and conditions digitally before purchasing and redeeming recurring payment memberships.
This article shows you how to create and edit a booking agreement in Venue Manager.
Premium feature
Protect membership revenue and acquire new members faster with our new booking agreement solution. To unlock this feature with a Premium plan and above, contact your account manager or our support team.
Pricing pageWhat you can do
Booking agreements let you:
- Protect your repeatable, recurring membership revenue.
- Say goodbye to your paper-based membership systems.
- Speed up the membership registration process.
- Easily access completed agreements linked to the membership record in ROLLER.
- Review terms and send copies to guests when requested or if disputes arise.
Requirements
To use booking agreements you must have the following:
Booking agreements are used for recurring payment memberships (not fixed-price memberships).
You must enable the following advanced settings within each membership product that requires the booking agreement:
- Booking agreements: You need to first create your booking agreement to select it from the drop-down and save this setting
- Ticket holder name captured during checkout
- Waiver
How does it work?
- Send the guest a link to complete their booking agreement via text/SMS or email (if using text/SMS, fees apply), or
- Direct guests to complete the agreement on the POS screen.
Create a booking agreement
To create a booking agreement, follow the steps below.
- From Venue Manager, go to Documents > Booking agreements.
- Select Create booking agreement.
- Complete the following required fields:
- Name
- Enter the name of the booking agreement (eg "Membership Agreement")
- Terms and conditions
- Enter the membership product's terms and conditions.
- Checkbox label
- Update the default label displayed to guests to accept the terms and conditions of the agreement.
- (Optional) Edit or add custom fields for your guests to complete:
-
- Select Edit form.
- Select Save and continue.
- The Edit forms page appears with two default fields: Item details and the checkbox that displays for guests to accept the terms and conditions.
- Edit the default fields or add any fields for additional guest data or requirements (eg additional checkboxes or a signature field).
Refer to the guide Create forms to capture additional guest data to learn more.
- From the Products drop-down menu, select which membership products require a booking agreement to be completed by guests.
- Select Save.
Edit a booking agreement
Only one booking agreement can exist for a venue. To create a new version of the booking agreement, you can edit the existing agreement. Changes do not update previously signed versions of the booking agreement.
To edit a booking agreement, follow the steps below.
- From Venue Manager, go to Documents > Booking agreement.
- Select the options menu
to the right of the agreement.
- Select Edit from the drop-down menu.
- Make any changes to the agreement Name, Terms and conditions, Checkbox label, Custom fields or assigned Products.
- Select Save changes.
Delete a booking agreement
To delete a booking agreement and create a new agreement from scratch, follow the steps below.
- From Venue Manager, go to Documents > Booking agreements.
- Click the options menu (3 dots) to the right of the booking agreement, then select Delete from the drop-down.
- Confirm you want to delete the booking agreement.
Deleting a booking agreement does not affect previously signed booking agreements. You can still view and download these agreements.
Learn more about finding and managing your booking agreements