Create a booking agreement

Require guests to accept your terms and conditions digitally before they purchase recurring memberships. For example, if a guest disputes a charge or questions their membership terms, you can refer back to the signed agreement.

This guide shows you how to create, customize, and manage your venue’s booking agreement in Venue Manager. You create one agreement that applies to all recurring membership products.

What you can do

A booking agreement lets you:

• Ensure guests accept your terms before recurring payments begin.
• Replace paper-based membership agreements with a digital process.
• Reduce disputes by keeping a signed record on file.
• View and send completed agreements from the membership record.
• Provide copies to guests when requested.

Before you start

Booking agreements only work with recurring membership products and require specific product settings.

Recurring membership product setup 

For recurring membership products that require a booking agreement, enable the following settings in the product configuration:

• Booking agreements: Enable this option and select the booking agreement (read on to learn how to create it).
• Ticket holder name captured during checkout: Make sure that ticket holder names are collected during checkout.
• Waiver: You must enable waivers in the membership product's settings. This ensures the booking agreement includes the guest’s date of birth collected when they sign a waiver. A booking agreement cannot be used without requiring waivers to be signed. 

You must also be using ROLLER's progressive checkout.

Learn more about recurring memberships.

How booking agreements work

Customize the booking agreement

To customize your venue's booking agreement, follow the steps below.

1. From Venue Manager, go to Documents > Booking agreements.
2. Select Create booking agreement.
3. Complete the following required fields:
   • Name: Enter the name of the booking agreement (eg "Membership Agreement")
   • Terms and conditions: Enter the terms and conditions that apply to your recurring memberships.
   • Checkbox label: Update the default label displayed to guests to accept the terms and conditions of the agreement. 
4. (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
     • A checkbox for guests to accept the terms and conditions.
   • Edit the default settings or add any settings 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.
5. From the Products drop-down menu, select all recurring membership products that require a booking agreement to be completed by guests. 
6. Select Save.

Edit a booking agreement

Only one booking agreement can exist per venue. You can edit the existing agreement to create a new version of the booking agreement. Changes do not update previously signed versions of the booking agreement. 

To edit a booking agreement, follow the steps below.

1. From Venue Manager, go to Documents > Booking agreements.
2. Select the options menu (3 dots) to the right of the agreement.
3. Select Edit from the drop-down menu.
4. Make any changes to the agreement Name, Terms and conditions, Checkbox label, Custom fields or assigned Products.
5. Select Save changes.

Delete a booking agreement

To delete a booking agreement and start over:

1. From Venue Manager, go to Documents > Booking agreements.
2. Select the options menu (3 dots) to the right of the booking agreement, then select Delete from the drop-down.
3. 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