Accepting Terms and Conditions at Sign-Up

Want to simplify the process of clients accepting your terms and consents, saving time and eliminating paperwork?

With ActiveNow, participants can accept your terms of service directly during the sign-up process.

This article explains how to add a document to the system, replace a document in a form, send it to participants for acceptance by email, and check which participants have accepted a given document.

How do terms and consents work in ActiveNow?

• All consents — both required and optional — can be found in Settings → Terms and consents.

• Each consent can have a PDF file attached, which the participant can download while filling in the sign-up form or from their Client Panel after accepting the consent.

• You can see which forms use a given consent and go to edit it by clicking the form name in the Sign-up forms column.

You can hide consents that are no longer needed using the Hide button, so they don't appear when attaching consents to forms. This keeps the consents list clean and easy to manage.

Hiding a consent does not remove historical acceptances — all accepted consents remain in the database and are visible on the participant's profile and in their Client Panel.

Settings Terms and consents page showing a list of consents with a Hide button

How to add a new consent or terms document

To add a terms document or optional consent:

1

Go to Settings → Sign-ups.

2

Select a form and click Edit.

3

Expand the Terms and consents section and click Add consent.

4

Choose one of two options:

• Add an existing document — select a consent from the dropdown list, click Add consent, and save the form.

• Add a new document — click I need a new consent for this form, then:

  • enter the consent name (internal — visible only to you),

  • specify whether the consent is required or optional,

  • enter the consent text that the client will be accepting — e.g. "I have read and accept the terms and conditions",

  • attach a PDF file with the document,

  • click Add consent and save the form.

The participant can download the document by clicking on the consent text in the form. They will also receive the document as an email attachment in the sign-up confirmation.

Sign-up form showing a consent with a downloadable PDF link

What does acceptance look like from the client's side?

• During sign-up, the client must check the boxes for required consents — they cannot proceed without accepting them.

• Optional consents can be accepted or skipped.

• If a consent includes a PDF file, the client can download it by clicking on the consent text in the form.

• After signing up, the client receives a confirmation email with the document attached.

Sign-up form showing required consent checkboxes and an optional consent section

How to replace a consent or terms document in a form

To replace a consent or terms document in a sign-up form:

1

Go to Settings → Sign-ups.

2

Edit the form in which you want to replace the consent or document.

3

Expand the Terms and consents section.

4

Remove the old consent using the Remove button.

5

Add the new consent.

6

Save the form.

The removed consent is not deleted from the system — it remains available in Settings → Terms and consents.

Terms and consents settings page showing a removed consent still listed

How to send a document for acceptance by email

If you add participants manually, import them from an Excel file, or want to send a document to participants who are already enrolled in a course, you can do this outside of the sign-up form:

1

Go to the Participants tab.

2

Select the participants who should receive the document.

3

Click Mass action → Send document.

4

Select the document for acceptance or add a new document.

5

Once you've chosen the document, click Send.

The system will automatically skip participants who have no email address or have already accepted the document.

You can also add extra information, which will appear in the "Additional information" section of the email.

The consent acceptance email is filled in automatically and meets legal requirements for accepting terms of service.

Screen recording showing the process of sending a document to participants via the Mass action dropdown

Accepting terms by email

The participant receives an email asking them to accept the terms. The email includes the document as a PDF attachment so they can download it and review the content.

Checking acceptance status

Once a client accepts the document, you will receive a notification in the Notification Centre.

To easily see which participants have accepted a given document, you can enable an additional column in the Participants tab:

1

Go to the Participants tab.

2

Click Change columns.

3

Enable the Accepted consents and documents option.

Screen recording showing how to enable the Accepted consents and documents column in the Participants table

Accepted documents on participant profiles

On each participant's profile, in the Terms and consents section, you will see the name and text of each accepted consent, along with the attached document, the date of acceptance, and whether the document was accepted via email.

Participant profile showing the Terms and consents section with accepted documents listed