Policies and waivers on Club 1.0

Policy Type: The type of policy you are creating. While Uplifter's default term is "policy" you can create your own terms like "waiver", "contract", etc. You can then select the desired policy type.
Policy Name: The name of your policy. Seen in many locations and often used as a link for users to click on to view the details of the policy.
Policy Status: The status of your policy which can be either Public - will be show on the public side under the correct circumstances; or Unavailable - removed from public-side application and display. Perfect for policies you don't need right now, but wish to retain for later.
Applies To: The individual to whom the policy applies. This can either be the member or the participant.
Presented At: The moment/time at which the policy is presented. This can be during the invoice creation, when a specific payment method is selected, on member or participant creation (based on the Applies To option selected), or Creation & Login (based on the Applies To option selected).
Payment Method: The payment method users must select in order for the policy to be displayed. Only an option when using the Payment option in Presented At.
Policy Acceptance Duration: How often your users must accept the policy you are creating. This can be None, meaning it is required every time the Applies To/Present At settings are met; Effective Until, meaning it is presented once if prompted within the set time frame; Expiry, meaning the user will be prompted to agree to the policy each time your duration passes; or In Perpetuity, meaning only ever ask once. Please see our section Policy Durations below.
End Date/Duration: The duration value entered when selecting a Policy Acceptance Duration that requires a value to be set.
Required: Policy must be ACCEPTED to complete an invoice: Make the policy mandatory. This means the policy must be viewed and accepted in order to proceed. Leaving this unchecked means the policy must still be viewed, but does not require the user to accept.
Email the policy for acceptance to the primary account holder for a participant: Toggle whether or not an email is sent out in advance of the event. Available only when using Apply To: Participant; Presented At: Event Attendance.
Store a copy of accepted policies: Mark this to prompt the system to store a PDF copy of all accepted policies. This is useful if you will have many policies on a single invoice, or have members who will have many policies accepted over time. By saving a copy you can download the results much faster as the system will not be regenerating a new PDF upon request. Please note that this feature takes up space on your Uplifter database and exceeding 10GB on your database is subject to fees. Only enable this if you require it.
Skate Canada Season for COVID-19 Waiver : This drop down allows you to associate a Skate Canada season to your policy for purposes of submission to Skate Canada. This should only be used for your official COVID 19 waiver, and only once per year.

Preview: Click the preview button any time to see how your policy will look to end users.
Min Member/Participant Age (Age of Majority): The minimum age a member/participant must be in order to accept the policy. Setting this value alone has no effect. You must also use the Prompt to Acknowledge Age of Majority setting if you wish to enforce the age requirement.
Max Participant Age to Present Policy: Set the maximum age a participant can be before the policy is no longer presented to them. For example, setting this to 17 would mean that 18 year old participants would not see the policy.
Prompt to Acknowledge Age of Majority : Toggle whether or not a member/participant must meet your Min Member/Participant Age (Age of Majority) age settings before they can accept the policy.
Only Present If Participant is Age of Majority : Toggle whether the policy will be displayed to all users or only those who are above the Min Participant Age (Age of Majority) setting.
Prompt to Acknowledge Identity: Set whether the user must confirm their identity as the parent/legal guardian or participant (based on Apply To settings) when accepting.
Request digital signature as typed name : Toggle whether or not the default signature request box is appended to the bottom of the policy. This signature box must have a value entered before the user can proceed. Though, please note that there is no validation on the data they enter, so they could potentially enter gibberish.
Allow policy acceptance to be sent to another party by email: Offer the ability for users to defer the acceptance of the policy and send it to another user via email. If your policy is set to be required (must accept), then the initial user will be restricted from moving forward until their recipient has received and accepted the policy.
Policy Details: The core content of your policy that users will view and accept/reject. Please see the Policy Details section below for more information on using this feature.

Link To: The products and/or programs that will prompt the display of this policy. Only available when selecting the Invoice option for Presented At. Note that you can tag categories and category levels instead of each individual program. Please see our article Tagging for more information.

When the Policy Acceptance Duration is set to None the policy is presented each time your Presented At settings are met. The policy then expires immediately, meaning if a user were to complete their activity and once again prompt the system by hitting the same Presented At setting, the policy would display again.

For example, a policy with a Presented At setting of Invoice would show the policy one time, each time a user creates an invoice in the system. This could be within seconds or years of one another.

Be careful with this setting when used in tandem with the Presented At setting of Creation & Login, as this will mean users have to review the policy each time they log into your organization's Uplifter system.

When the Policy Acceptance Duration is set to Effective Until the policy is presented one time, at the selected Presented At location, between the moment of policy creation and the set End Date. Once the End Date is met the policy expires and is no longer valid. This means users will no longer be prompted to review/accept the policy, though it will still exist in your system.

Users are made aware of the End Date you have set during the policy acceptance. As such, this is an effective option for policies that are temporary for your organization.

Should you need to adjust the End Date before it has been met this will affect users on a go-forward basis. This means users who have already accepted the policy before the adjustment will not have to accept again until the original date is met, at which time they will have to accept the policy again should they meet the Presented At setting. Users who accept the policy after the adjustment will not need to accept again.

If you would like to enforce a renewed acceptance for users who have accepted the policy with the original date you can update the content of the Policy Details and save. The change you make can even be as small as adding a space. Once saved it will populate the policy on the Policy page for each user who has accepted the past instance.

Adjusting the End Date after the original date has been met resets the policy and all users will have to accept it once more, once they reach the selected Presented At location.

For example, a policy with a Presented At setting of Invoice would show the policy one time upon a user's first time checking out since the policy creation. They would then not have to accept again regardless of how many times they checked out after that. The policy/waiver's "applicability" would then expire on the set date.

When the Policy Acceptance Duration is set to Expiry the policy is presented once per duration, at the selected Presented At location. Once the duration is met, the policy is automatically renewed and must be accepted again.

Updating the Duration settings of an Expiry policy will affect users on a go-forward basis. This means that users who have already accepted the policy will need to meet the original Duration settings before being presented with the policy again. At that time the new Duration will be used.

For example, a policy with a Presented At setting of Creation & Login would show the policy one time upon the user's login into the system. They would then not see the policy again until the next Duration is met. At that time the policy would be presented once again for them to accept.

When the Policy Acceptance Duration is set to In Perpetuity the policy is presented one time at the selected Presented At location. Once the policy has been accepted it is never show again to the end user. Making changes to the Policy Details will prompt all users who have previously accepted the policy to accept the newest version.

For example, a policy with a Presented At setting of Invoice would show the policy one time upon the user checking out. Thereafter, the policy would never show again, regardless of how many times the user checked out.

Adding content to your policy is the same as doing so on the public pages. The system uses the TINYMCE WYSIWYG editor to allow for rich content to be added and structured how you like. If you have ever used Microsoft Word, or similar word processor, many of the features will already be familiar to you.

Insert fields can be added to your policy content by clicking the Insert Field option along the WYSIWYG toolbar. Find the desired item and select it to insert the placeholder for that field (indicated by square brackets surrounding the text). You can then format that placeholder however you wish, just like any other piece of text in the editor. Click Preview to see the results of any changes.

Please note that the content in the above GIF is for example purposes only and you should confirm with your team/lawyer about what your policy details should say.

Adding a new policy/waiver section is as easy as clicking Add Policy Section at the bottom of the Policy Details. This will insert a new section with its own toolbar and content. By having more than one section you also activate the ability to apply additional controls on each section (see below).

With multiple section in your policy details you will now have access to section visibility/control. This is accessible by clicking on the small gear icon in the bottom left of a section when hovering over the section or after clicking to edit. This tool lets you select and set age range requirements. By setting a specific age requirement the section will only be visible to those who meet the requirement. While editing your policy you can hover over sections to see their visibility in a tool tip.

A member creation policy will show at the time of account creation. If your policy is set to mandatory a user will not be able to generate a member account within your system without accepting the policy.

A participant creation policy will show at the time of profile creation. If your policy is set to mandatory a user will not be able to generate a participant profile within your system without accepting the policy.

A invoice policy will show at the time of checkout. If your policy is set to mandatory a user will not be able to complete a purchase within your system without accepting the policy.

A payment policy will show at the time of checkout after the specified payment method is selected. If your policy is set to mandatory a user will not be able to complete a purchase within your system, using that payment method, without accepting the policy.

The Member Policy Page can be found on the member's account. By selecting the Policies sub-menu option the user can review their pending and recurring policies.

Please note, some policies may require immediate action. Specifically policies that use the Presented At option of Creation & Login. This setting can/will forcibly move users to their Policies page if action is required by them. As such, please be mindful of when you release your policies and try your best to have them established before opening registration.

Admins will not see member-level policies during the creation of members from the admin side. Instead, after the admin has created the member, the policy will be presented to the member on their Policies page.

Admins will not see participant-level policies during the creation of participants from the admin side. Instead, after the admin has created the participant, the policy will be presented to the member on their Policies page.

Invoice policies can be seen by the admin during the creation of invoices from the admin side. It is recommended that you click Calculate during the invoice creation process (unless your current process explicitly requires that you do not). By doing so, the system will automatically apply the appropriate policies to the invoice based on the purchases being made. These will be seen at the bottom of the invoice. Note that you can add further policies to the invoice if desired.

Policies added to invoices in this manner will need to be accepted by the member via their Policies page once the invoice is posted.

Admins will not see payment-level policies during the creation of invoices from the admin side. Instead, after the admin has created the invoice, the policy will be presented to the member on their Policies page.

The Policies report can be found on the Reports page. This report offers insights into the variations and instances of your policies. This report informs you as to whether or not the policy is active and notes the content of the policy's description in raw HTML format.

The Policies - Member Agreement Invoice report can be found on the Reports page. This report offers insights into which of your members/participants have accepted and when this occurred.

For clubs who do not have access to the Reports page, or for instances where you wish to review only a small group of users, you can review their acceptance of policies via the invoice edit/view page. This can be accessed via Accounting > Invoices > Edit or View. The policies from the invoice will be noted at the bottom.

Generally your COVID Risk Acknowledgement policy needs to be accepted only once per participant and would be acknowledged by the parent/guardian of the participant is under the age of majority. In the example above the Policy Acceptance Duration of In Perpetuity was used. This means the user will only have to accept once and never again. If you need continued acceptance of this policy once per season then another option (such as Effective Until or Expiry) is recommend for the duration.

The settings for your organization's COVID Self-Assessment Confirmation may differ from the above example. In the example, participants will be required to accept this policy one time per event day.

Your organization may wish to change the Duration settings. You may also want to adjust who is required to perform the assessment, updating the Prompt to Acknowledge Identity to 'Parent / Legal Guardian if Participant is Under Age of Majority'.

This Rowan's Law example requires that the parent/guardian of the participant confirm their acknowledgement once every year. The above example uses a Expiry duration (formerly Renew Every), but you may prefer to set an Effective Until date instead. This way each user has their acknowledgement expire on the same date.

This Rowan's Law example is much like the parent/guardian example. However, it is aimed at the participant themselves. Again, this uses the Expiry option (formerly Renew Every), which you may prefer to switch to the Effective Until. Additionally, note that the Request Digital Signature option is checked. This offers a higher probability that the end user who is accepting the policy is indeed the participant.