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Member contract

How the owner attaches a contract or terms that members must accept before using the school.

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Step by step

  1. 1

    Open Organisation settings from the organisation picker in the menu.

  2. 2

    In the Member contract section press Upload contract.

  3. 3

    Choose a PDF or .txt file up to 10 MB.

  4. 4

    Wait for “Contract uploaded. Members will be asked to accept it on their next visit.”

How it works

Lets you ask every member for explicit agreement to the school's terms, and keep a record of who accepted which version.

The contract is managed in the Member contract section of Settings, in the Organisation group. The section only shows to the owner, so only the owner can upload, replace and remove the contract.

Upload a PDF or plain-text file up to 10 MB. Every upload is a new version. From then on every member, anyone enrolled in at least one group, themselves or through a child, sees an Accept the contract of <school> window the next time they open any page of the school. They can't use the school until they read the document, tick “I have read the contract and accept it.” and press Accept. The “Not now, back to my schools” button takes them back to their school list. If the user also still has to accept the Classes terms, those come first and the school's contract follows. The owner never has to accept.

When you replace the contract, every member has to accept the new version, earlier agreements stay on record but no longer count. When you remove the contract, members have nothing to accept, and agreements already given are kept.

Good to know

Word documents are not accepted, because the contract is shown inside the app: a PDF is shown page by page and a text file in a frame.

You can see whether a member accepted in that member's side panel under Users: the Contract section with an Up to date, Version N pending or Missing label.

If a member has the contract open and you replace it in the meantime, accepting shows them that the contract changed and loads the new version.

A staff member who is also enrolled in a group has to accept the contract too.

On this screen

Attached / None badge

Shows whether the school has a contract.

Tells you at a glance whether members have anything to accept.

Green Attached when there is a contract, grey None when there isn't.

Contract card

The attached file with its version and last update date.

Lets you see exactly which document members accept.

It shows the file name (or Contract), Version N and “updated” with a date. Pressing it (Open) shows the document in a window inside the app with a Download button. If the document doesn't display, the window reads “If the document doesn't display here, download it.”

Upload contract / Replace contract button

Uploads a new contract or replaces the current one.

Publishes a new version that every member has to accept.

When a contract already exists the button reads Replace contract. Only PDF and .txt files are accepted, up to 10 MB and not empty. A wrong type shows “That file type is not allowed. Upload a PDF or plain-text document.”, a big file “The file must be 10 MB or smaller.”, and any other failure “Could not upload the contract.” A hint beside it reads “PDF or plain-text file up to 10 MB. Shown inside the app.”

Remove button

Removes the school's contract.

Stops requiring members to accept a contract.

Only shown when there is a contract. Opens a confirmation.

Remove the contract? window

Confirmation before removing the contract.

Protects you from removing it by accident.

It reads “Members will no longer have to accept a contract. Agreements already given stay on record.” Press Remove or Cancel. On success it shows “Contract removed. Members no longer have anything to accept.” If you upload a new contract later, it starts again at version 1.

“Accept the contract of …” window (what members see)

Accept the contract of {{name}}

The mandatory step members see until they accept the current contract.

Collects each member's explicit agreement to the current contract version.

The window has no close button. It shows the document, the file name, Version N and a Download link. The text reads “To keep using <school>, you need to read and accept the organisation's contract.”, or for a new version “<school> has updated its contract…”. Accept only becomes active after ticking “I have read the contract and accept it.” “Not now, back to my schools” leads to the school list. If accepting fails it shows “Could not accept the contract. Please try again.”

Frequently asked questions

Do existing members have to accept a new contract?

Yes. Every upload is a new version and every member, including existing ones, is asked to accept it on their next visit.

Do I lose the agreements if I remove the contract?

No. Agreements already given stay on record. Members simply have nothing to accept until you upload a new contract.

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