Create a booking agreement

A booking agreement requires your guests to read and accept terms and conditions digitally before purchasing recurring payment memberships.

This guide shows you how to customize and edit your venue's booking agreement in Venue Manager. You create one agreement to cover all recurring membership products.

What you can do

A booking agreement lets you:

• Protect your repeatable, recurring membership revenue.
• Say goodbye to your paper-based membership systems.
• Speed up the membership registration process.
• Easily access a completed agreement from the membership record in ROLLER.
• Review terms and send copies to guests when requested or if disputes arise.

Requirements

You can currently only use your venue's booking agreement for recurring membership products (not fixed-term memberships). 

Recurring membership product setup 

The following options must be enabled in the product settings of recurring membership products that require a booking agreement before purchase. 

• 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 is so the booking agreement includes the date of birth collected in ROLLER by signing waivers. A booking agreement can't be used without requiring waivers to be signed. 

You also must also be using ROLLER's progressive checkout.

Learn more about recurring memberships.

How does it 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 membership product's terms and conditions.

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 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.

4. From the Products drop-down menu, select all recurring membership products that require a booking agreement to be completed by guests. 
5. Select Save.

Edit a booking agreement

Only one booking agreement can exist for a 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 agreement.
2. Select the options menu 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 create a new agreement from scratch, follow the steps below.

1. From Venue Manager, go to Documents > Booking agreements.
2. Click 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