Skip to main content

How To Create a Terms and Conditions Template

This article walks through the steps of creating, editing, and managing Terms and Conditions agreements.

Written by Support

Create and manage Terms and Condition templates, choose delivery options to your customers, and easily identify signed documents.

How to Create a Terms and Conditions Template

Templates are created and stored from the T&C Settings page.

  1. Click Settings and select Company Settings

  2. Click T&C Settings

  3. Click New T&C Template

  4. Fill out the appropriate template details

    • Template Name: Create a general name for the template or customize it to address a specific customer

    • Set as Default (optional): Check this box to assign this as the default template for newly created Accounts

    • Terms and Conditions: Place customized terms and conditions into the text box

      • Utilize the text enhancement features to highlight important verbiage within your document

      • Copy and Paste existing document text to keep the current format

        💡Dispatcher Tip: Select Tags to customize your document with information automatically pulled from Account details and help eliminate manual entry.

    • Choose Display Warning output: (optional): Enable this toggle to alert Admins about unsigned documents during Ticket or Invoice creation

    • Select Send Terms and Conditions trigger: Choose when customers receive Terms and Conditions during your workflow

      • On New Account

      • On First Ticket

      • On First Invoice

      • Manual Only

    • Default Delivery: Select what method of communication you would like the Terms and Conditions link sent to customers

      • SMS + Email

      • Email

      • SMS (Text Message)

    • Link Expiration: Select how long the link remains active before expiring

    • Email Admins When Terms and Conditions Are Signed: Choose whether or not to notify all admins by email when Terms and Conditions are signed by the customer

    • Click Save As Draft or Save Changes & Enable

Note: Only one template can be set as the default to automatically apply to all new Accounts. If no default is set, Terms and Conditions must be selected manually for each new Account.

Manage Terms and Conditions Templates

Edit a Template

View and edit templates within the Terms and Conditions Settings.

  1. Click Settings and select Company Settings

  2. Click T&C Settings

  3. Select a template to update, then click Edit

    1. Templates that are no longer available for use can be Disabled

    2. Use the toggle to show Disabled templates

  4. Update the appropriate fields and click Save Changes

Add Terms and Conditions to an Existing Account

Apply a template to an existing Account using the following steps:

  1. Click Accounts

  2. Select or search for the Account where you want to apply the Terms and Conditions template

  3. Click Edit Account

  4. Select a Terms and Conditions template

  5. Click Save Changes

Note: For existing Accounts, Terms and Conditions are not sent automatically. Users must click Send Link To Customer to deliver the link using the method configured in the T&C settings.

Identifying the Terms and Conditions Status

Agreements can display one of four status labels:

  • Unsent - The agreement has been selected for the Account but has not been sent for signature.

  • Unsigned - The agreement has been sent to the customer and pending signature

  • Signed - The agreement has been signed by the customer

  • Link Expired - The agreement has been signed by the customer

See the agreement status labels throughout Dispatcher in the following areas:

  • Accounts page

  • Account details page

  • Job details page

  • Tickets Details page

  • Dispatch page

Note: The status will revert to Unsent if a T&C agreement is updated or replaced on the Account. Users will need to click Send Link To Customer for delivery.

Manage Terms and Conditions within Accounts

Easily view the Terms and Conditions status, Last Action Date, current settings, and history on the Account Details page.

  • Agreement Name - the template name listed in the T&C Settings

  • Agreement Status - shows whether the document has been Unsent, Unsigned, Signed, or Link Expired

  • Contact Email and Phone Number - automatically populates from the Account details

  • Trigger - when the Terms and Conditions will be sent to customers

    • View delivery method and expiration date

  • Send Link To Customer - manually send the T&C link to the customer for signature using the selected delivery method(s)

  • Last Action Date - this can be the date the Terms and Conditions were sent to the customer, or the date they were signed by the customer

  • Sent Dates - view the exact dates the Terms and Conditions were sent to the customer

  • View History - review previously sent or signed Terms and Conditions

💡Dispatcher Tip: Click Download to save or print a copy of the Terms and Conditions.

Note: A new Terms and Conditions agreement can be sent to a customer even after a signed copy is received.

When a Signature Link Expires

An expiration warning displays to the user according to the alert preferences in T&C Settings. If both toggles are off, no warning is displayed.

From the warning display, users can choose one of three actions:

  • Create Ticket & Resend - proceed with Ticket creation and resend Terms & Conditions link to the customer

  • Create Anyway - proceed with Ticket creation without resending the agreement link

  • Cancel & Go To Account - exit the workflow to make adjustments in the Account

Related Articles
Did this answer your question?