Getting the Internal Rules accepted
Make the booking of a time slot conditional on accepting a set of rules: safety instructions, your organization's charter, a liability undertaking, and so on. The text is shown to the users concerned until they accept it.
Writing and publishing a set of rules
- Go to Administration›Settings›Booking›Internal Rules.
- Click New Rule.
- In Subscriptions, leave All Subscriptions (default) for rules shared by the whole organization, or instead select one or more subscriptions for rules dedicated to them: for example your five tennis subscriptions.
- Enter the Title and write the content of the rules.
- Click Save.
To prepare a second set of rules from a first one, open the first one and click Duplicate. The copy keeps the title, the text and the options. It does not yet concern any subscription and nobody has accepted it: choose its subscriptions, adapt the text, then save.
Making acceptance compulsory in order to book
Two options of the rules determine how they are applied:
- Mandatory acceptance to book (enabled by default on creation): as long as the user has not accepted the rules, they cannot confirm a booking.
- Extend to booking partners: a user who has not accepted the rules can then no longer be added as a partner on someone else's booking either.
Regardless of these options, the rules are in any case shown to the user concerned in a window to be accepted from their next login, like the organization's other legal documents.
Tracking acceptances
Open an existing set of rules then look at its signatories tab: its title shows the number of acceptances, and the list gives, for each user, the date of acceptance and direct access to their record.
It is this list that makes the rules an enforceable document: in the event of a dispute, you know who accepted what and on what date.
Updating the rules
Edit the content at any time from the same form.
Only a change to the text asks users for their agreement again. You can correct the title, change the options or the subscriptions concerned without affecting the acceptances already given. Users of a newly concerned subscription will, for their part, have to accept the rules at their next login.
The date displayed above the text, in the form, is that of its last modification: agreement is asked for again from that date.
To have your safety instructions approved again at the start of each season, edit the text, for example by updating the season mentioned at the top of the rules, then save.
