You can now ask players to accept your club’s Waiver and or Terms & Conditions before they complete a purchase in Playtomic. Players review the documents from a link and confirm acceptance with a checkbox. If you update a document later, players will be asked to accept the new version again.
What are Legal Documents (Agreements)?
Legal Documents are club-managed documents that players must accept to participate in online activities.
You can create:
- Terms & Conditions (T&C): typically applies to all products.
- Waiver: typically applies to specific products or activities.
Each time you edit a document, Playtomic creates a new version automatically. If a new version is active, players must accept it again the next time it is required.
Where to find it in Playtomic Manager
Go to:
- Settings → Agreements
From there, you can:
- Create new documents
- Edit existing documents (creates a new version)
- Activate or deactivate documents
- Check what is currently active
How to set up a Waiver or Terms & Conditions
When you create or edit a document, you will configure:
Name
Give it a clear title that players will recognize at checkout.
Type
Choose Waiver, Terms & Conditions or Combined document (a single document that covers both T&C + Waiver.).
Applies to
Choose where the document is required.
- Terms & Conditions are usually set to apply to all products.
- Waivers can be assigned to specific products (for example bookings, matches, tournaments, courses).
Content
Write or paste the document text.
Activate
Make sure the document is active so it can be requested to players.
Important rules to know
- A club can have Terms & Conditions and Waivers active at the same time.
- If both apply to the same activity, the player will need to accept both.
- Editing a document (even a small change) creates a new version.
What players see in the app
Players are asked to accept required documents at key moments.
During checkout (bookings, matches, lessons, tournaments, courses…)
If a player has a pending document:
- They will see a consent checkbox.
- They can tap to open and read the full document.
- They cannot continue until they accept.
After acceptance:
- The purchase continues normally.
- The system stores the acceptance with a timestamp.
- The player receives a confirmation email containing a copy of the document they accepted.
Joining a match without checkout
When a player joins a match that someone else paid for:
- If there are pending documents, a bottom sheet prompts them to accept before being added.
- The player must accept to be added to the match. If they decline, they are not added to the match.
How it works when you update a document
If you change the text or update what products a document applies to:
- Playtomic creates a new version.
- Players who previously accepted will be asked to accept again the next time the document is required.
This helps you keep your documents up to date while ensuring acceptances are always linked to the latest version.
How to check who has accepted (and who is pending)
In Playtomic Manager, open a customer profile and go to the Agreements tab.
There you can see:
- Which documents are signed vs pending
- The acceptance date and time
This is useful for:
- Understanding why someone is blocked at checkout
- Verifying acceptance if there is a dispute
FAQ
- Why is a player blocked from completing a purchase?
Most of the time, it means there is a pending Waiver and or Terms that must be accepted.
- A player says they already accepted, why are they asked again?
Common reasons:
- You updated the document, so a new version now needs acceptance.
- The purchase is for a different product type that has a different Waiver.
- Do players “sign” with a signature?
No. Acceptance is done via a checkbox, and the acceptance is stored with a timestamp.
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