Accessing and Managing Terms and Conditions

Accessing the Terms and Conditions Section

To manage your organization's Terms and Conditions, you'll need to access the appropriate section in the Pool Queue system. Follow these steps:

1. Log in to the Pool Queue system with an account that has either the System Administrator or Registrar role.
2. Navigate to the Administration interface.
3. In the Setup area, select Terms & Conditions from the available options.

This will bring you to a page displaying all the existing Terms and Conditions documents created by your organization.

Permissions and Roles

Only users with the System Administrator or Registrar roles can create, modify, or manage Terms and Conditions documents. This restriction ensures that only authorized personnel can make changes to these important agreements.

Managing Existing Documents

Once you are in the Terms and Conditions section, you can manage existing documents as follows:

• Viewing Documents: The main page will list all the Terms and Conditions documents your organization has created. Each document is displayed along with its current state (Draft, Finalized, Retired).
• Selecting a Document: Click on any document to open the editor, where you can view its details, including its current content, associated rosters, and version history.

Understanding Document Types

When creating a new document, you’ll be prompted to enter a name and specify whether the document is for registration or not for registration:

• For Registration: These documents are linked to the registration process and can be associated with specific rosters. Registrants will be required to agree to these documents during registration.
• Not for Registration: These documents are not part of the registration process but are still tracked and version-controlled. They can be used to display important policies or other information on your organization’s website.

Document States

Each Terms and Conditions document goes through a lifecycle with the following states:

• Draft: The document is being created or edited and is not yet visible to registrants.
• Finalized: The document is complete and ready for registrants to review and agree to during registration (if it is a registration document).
• Retired: The document is no longer in use but remains in the system for reference or record-keeping purposes.

Only documents in the Finalized state will be presented to registrants during the registration process.

Navigating the Editor Interface

When you open a document, you’ll be taken to the editor interface. Here, you can:

• View and Edit Content: Use the rich text editor to modify the content of the document. This editor includes standard formatting tools to help you create a clear and professional agreement.
• Manage Rosters: If the document is for registration, select one or more rosters to associate with the document. This ensures the correct registrants are presented with the appropriate Terms and Conditions.
• Track Revisions: The system automatically tracks revisions each time you finalize a document. You can view previous versions and even copy content from an older version into a new draft.