Managing Terms and Conditions Policies

A walkthrough of opus1.io's terms and conditions policies feature, including creating new policies, publishing policies to services, and migrating existing subscriptions to the latest policy version.

Table of Contents:

The Terms and Conditions Policies page is only accessible to staff, managers, and owners.
Staff have read-only access to T&C Policies, where they may review T&C policy metrics. Additionally, they may update the T&C policy version for individual subscriptions as well as mark T&C policies as accepted/un-accepted for individual subscriptions.
Managers and Owners read and write access to T&C policies and may create new T&C policies, duplicate existing T&C policies, publish policies to services, and batch-migrate pending and active subscriptions to the latest policy version (including batch prompting re-acceptance of the latest T&C policy version). They may update the T&C policy version for individual subscriptions as well as mark T&C policies as accepted/un-accepted for individual subscriptions.

To create a new Terms and Conditions policy, navigate to Settings > T&Cs Policies, and click CREATE T&C POLICY.
Here, you may give your T&C policy a name, tags, revision notes, and add policy terms, including term titles and content.
Optional terms may be declined or ignored by the client and are not required to complete booking.
Once your new T&C Policy is complete, you may click CREATE POLICY to save your policy. If you wish to immediately publish your new T&C policy to your services, click CREATE POLICY & PUBLISH.

Publishing a T&C policy means making that policy visible to clients who enroll with your services. Additionally, publishing a T&C policy to a service that was previously associated with a different T&C policy will associate subscriptions to that service with the new T&C policy.
To publish a T&C policy to your services, click the Publish button (the spaceship icon) on one of your T&C policies.
Next, assign services to this T&C policy. Click Show previously assigned services to see services already associated with this T&C policy. Once completed, click PUBLISH, or click PUBLISH + MIGRATE SUBSCRIPTIONS to continue to migrate associated subscriptions to the latest T&C policy version.

Whenever you publish changes to a T&C policy, a new T&C policy version is created.
Migrating Subscriptions means to prompt to accept the latest published version of the policy, allowing you to easily manage client T&C acceptance when your business's policies change.
To migrate subscriptions, click the Migrate button (the lightning icon).
Next, select one or more previous T&C policy versions. Subscriptions to selected T&C versions will be migrated to the latest version of the T&C policy and prompted to re-accept the terms and conditions of your services.

When you update your Terms and Conditions Policies, you create a new policy version. Until published to your services, this new policy version will be saved as a Draft version and will not be shown to clients.
To update an existing T&C policy, click the Update button (the notepad icon). Next, modify your T&C policy. We recommend including revision notes so you can easily remember what was changed between different T&C policy versions.
Once completed, you click CREATE POLICY to save your new T&C policy version as a Draft or click CREATE POLICY & PUBLISH to make the latest T&C policy version live for your services.
To duplicate existing policies, click the Duplicate button (the two sheets icon). This will create a new T&C policy named "Copy of [Originating T&C Policy]" and copy over all terms (titles & content). Revision notes are cleared when creating a new T&C policy by duplication.

Opus1.io provides overall metrics for T&C policies and metrics for individual policy versions.
T&C Policy Metrics
- Versions - the total number of created versions for a given T&C policy, including draft, live, live (locked), and discontinued versions
- Latest Version - the creation date & time of the latest published version of the T&C policy
- Services - the total number of services currently assigned to this T&C policy
- Total Subscriptions - the total number of pending & active subscriptions whose services are currently assigned to any version of this T&C policy
- Latest Version Subscriptions - the total number of pending & active subscriptions linked to the latest published version of the T&C policy
- Previous Versions Subscriptions - the total number of pending & active subscriptions linked to the any previously published version of the T&C policy

T&C Policy Versions Metrics
- Created At - the creation date & time for a given T&C policy version
- Published At - the publish date & Time for a given T&C policy version
- Status - the status of the version of the T&C policy. There are four version statuses:
  - Draft - the default status for newly-created versions of T&C policies, the version has not yet been published for any services.
  - Live - a version that has been published for one or more services
  - Live (Locked) - a version that has been published for one or more services with at least one subscription that has accepted the T&C for that service
  - Discontinued - a previous version of T&C policies
- Services - the total number of services linked to that version of the T&C policy
- Total Subscriptions - the total number of pending & active subscriptions linked to that version of the T&C policy
- Accepted - the total number of pending & active subscriptions that have accepted T&C for that version of the T&C policy
- Pending Acceptance - the total number of pending & active subscriptions that have not yet accepted T&C for that version of the T&C policy