Creating and Editing Terms and Conditions Documents

Creating a New Document

To create a new Terms and Conditions document, follow these steps:

1. Access the Terms and Conditions section:

   • Log in to the Pool Queue system with a System Administrator or Registrar account.
   • Navigate to the Administration interface.
   • In the Setup area, select Terms & Conditions.

2. Start a New Document:

   • On the Terms and Conditions page, click the Create New Document button.
   • You will be prompted to enter a Name for the document and choose whether it is for registration or not for registration:
     • For Registration: This type of document will be presented to registrants during the registration process and can be associated with specific rosters.
     • Not for Registration: This type of document is used for general policies or other information and will not appear during registration. It is still tracked and version-controlled, making it useful for displaying on your organization’s website.

3. Enter Document Content:

   • Use the rich text editor to draft your document. This editor provides a full set of formatting tools to help you create a clear and organized agreement.
   • Make sure to include all necessary information, such as the purpose of the document, the expectations of the registrants, and any legal disclaimers.

4. Assign Rosters (If Applicable):

   • If the document is for registration, scroll down to the Roster selection section.
   • Select the rosters that should be associated with this document. Registrants in these rosters will be presented with the document during registration.

5. Advanced Options:

   • Opt-Out Enabled: Check this box if you want to allow registrants to opt out of this document. Opting out can be tracked in the Registration Terms report.
   • Required Phrase: If you want to require registrants to type a specific phrase as confirmation, enter the phrase in this textbox. This ensures they have read and understood the document.

6. Save Your Draft:

   • Once you’ve entered all the necessary information, click Create Draft to save the document in a draft state.

Editing an Existing Document

To edit an existing Terms and Conditions document, follow these steps:

1. Select the Document to Edit:

   • Navigate to the Terms and Conditions section as described above.
   • Click on the document you wish to edit from the list of existing documents.

2. Create a Draft for Editing:

   • If the document is already in a Finalized state, click Create Draft. This will open a new draft version of the document that you can edit.
   • The rich text editor will become available for you to make changes.

3. Make Changes:

   • Edit the content of the document as needed.
   • Adjust the roster associations (if applicable) or modify any advanced options like the Opt-Out setting or Required Phrase.

4. Finalize the Document:

   • Once your changes are complete, click Finalize. This will save the document as the newest version, and it will be presented to registrants during registration (if applicable).
   • Each finalized document creates a new revision, which is stored in the system and can be reviewed later if needed.

Document Lifecycle

• Draft: The document is in progress and not yet visible to registrants.
• Finalized: The document is complete and active for registrants (if applicable).
• Retired: The document is no longer in use but is kept in the system for historical reference.

Remember, only finalized documents are presented to registrants during the registration process. Always ensure that the most current version of your document is finalized before your registration period begins.