How do legal documents work?
You create a legal document and link it to a booking option. At checkout, customers must confirm the document before they can complete the booking. Several legal documents can be active on one booking option at the same time.Confirmation types
Collection time
Once a legal document is assigned to a booking option, you define the collection time per document:- At booking completion: customers confirm the document directly at checkout (default behavior).
- Later (at check-in) (BETA): customers confirm the document only at check-in, not already at booking. This is especially useful when signatures are only relevant on site.
Process for customers
- The document is shown at checkout. As long as it has not been confirmed, the button reads “Not signed”.
- Customers click Review & Accept (checkbox) or Review & Sign (signature).
- In the opened window, they confirm via checkbox or signature field.
- After confirmation, the button changes to “Confirmed” or “Signed”.
- After booking completion, the document is stored automatically in the booking.
Storage and access
You find confirmed documents in two places:- Customer file: go to Customers, select the customer and open the Agreements tab.
- Booking: go to Bookings, select the booking and open the Files tab.
When do I use this?
- You need simple consent to terms, house rules or hygiene rules: use the checkbox confirmation.
- You need a legally binding signature (e.g. disclaimer, consent): use the digital signature.
- You want to collect signatures only on site at check-in: set the collection time to “Later (at check-in)”.
- Not suitable for: content-related questions (e.g. number of participants, catering requests). Use Custom Forms for that.
Relationship with other features
- Custom Forms: legal documents and custom forms are configured in the same tab. Forms collect content data, legal documents provide legal protection.
- Subscriptions and memberships: for subscriptions, legal documents are only requested at the initial subscription booking, not at every recurring renewal.
Settings & options
Practical examples
Gym has terms and disclaimer confirmed via checkbox
Gym has terms and disclaimer confirmed via checkbox
A gym wants customers to accept the terms and house rules via checkbox at every booking, before the appointment is confirmed.
1
Open the booking option
Open Resources, select the desired resource and open the booking option.
2
Open the Forms tab
Switch to the Forms tab and scroll to the Legal documents area.
3
Create a new document
Click Add and then + New.
4
Configure the document
Enter a name (e.g. “Terms & House Rules”). Select Checkbox as the confirmation type. Enter the text to be confirmed in the text field.
5
Leave the collection time
Leave the collection time at At booking completion (default).
6
Save and test
Click Save. Open the booking page and check whether the document is shown at checkout and whether the booking can only be completed after confirmation.
Diving school requires a digital signature for a liability waiver
Diving school requires a digital signature for a liability waiver
A diving school needs a legally binding signature on the liability waiver before every dive. The signature should only happen on site at check-in.
1
Open the booking option
Open Resources, select the diving course resource and open the desired booking option.
2
Open the Forms tab
Switch to the Forms tab and scroll to the Legal documents area.
3
Create a new document
Click Add and then + New.
4
Configure the document
Enter a name (e.g. “Liability waiver”). Select Digital signature as the confirmation type. Enter the full liability waiver in the text field.
5
Change the collection time
Set the collection time to Later (at check-in).
6
Save and test
Click Save. Create a test booking and check that the document does not appear at checkout but is presented for signing only at check-in.
FAQ
What is the difference between checkbox and digital signature?
What is the difference between checkbox and digital signature?
The checkbox is suitable for simple consent (e.g. accepting terms). The digital signature is meant for cases where an explicit, legally binding signature is required (e.g. disclaimers).
Are legal documents requested again for subscriptions?
Are legal documents requested again for subscriptions?
No. Legal documents are only requested at the initial subscription booking, not at every recurring renewal.
What happens when I change the text of a document?
What happens when I change the text of a document?
When you change an existing document, it is requested again at the next booking. The renewed request only happens if a new booking is actually made.
Where do I find the confirmed documents?
Where do I find the confirmed documents?
In the customer file under the Agreements tab, or in the respective booking under the Files tab.
Can I move the request to check-in?
Can I move the request to check-in?
Yes. Set the collection time to “Later (at check-in)” (BETA). The document is then not shown at checkout but only during check-in.
Troubleshooting
The legal document is not shown at checkout
The legal document is not shown at checkout
Check whether the document is assigned to the correct booking option and whether the collection time is set to “At booking completion”. With “Later (at check-in)”, it deliberately does not appear at checkout.
Customers cannot complete the booking
Customers cannot complete the booking
The document must be confirmed before booking completion. Check whether the button still reads “Not signed”. Only after confirmation is the booking released.
A changed document is not requested again
A changed document is not requested again
The renewed request only happens on a new booking. Existing, already completed bookings are not affected retroactively.