Terms and Conditions
Hivepass now includes the ability to add your organisation's Terms and Conditions so that users can agree to them at the time of registration.
🏆 Terms and conditions (T&C's) are a useful tool for setting clear expectations, establishing club rules, explaining the handling of data and outlining privacy policies. In short, a good set of T&Cs protects the club legally, creates a safer environment for everyone, and ensures members know exactly what they're signing up for.
☝️ T&C's are NOT waivers - for waiver information, see our waiver help documents here
In this article:
✅ Set up
- Go to Settings > Organisation Settings and scroll down to Member registration Terms and Conditions
- Click the Member registration Terms and Conditions button to add your T&C's copy
🖼️ Display options in the app
There are two ways to display the Terms and Conditions to the user: Checkbox or Fullscreen mode.
📢 If Checkbox mode is enabled, users are NOT be required to click on the link or read the T&C's. But they must check the box to acknowledge the T&C's before they can proceed to payment.
To set up Checkbox Mode:
- Ensure Checkbox Mode is selected
- Link Label: this is the clickable link that will send the user EITHER to an external url (e.g: your organisation's website) OR will open a pop up. So it needs to be 'Terms & Conditions' or something that is very clear
- External url: Link to the page on the website where you have T&C's or another external resource
- Pop-up Text: If NOT using a url, add the T&C's copy here and when the user clicks on the link, a pop up box will open.
How Checkbox Mode looks for the user in the app:
Left: The user can tick the box and proceed to payment
Right: The user can view the T&C's in a pop up screen by clicking the Terms & Conditions Link. This same link will take the user to the external url if added in settings.
📝 If Fullscreen mode is enabled, a full screen of T&C's copy will appear when the user selects Pay. They will be required to accept before proceeding to payment.
To set up Fullscreen mode:
- Ensure Fullscreen mode is selected
- Title: This will appear at the top of the T&C's screen
- Description: Enter the full T&C's copy here
How Fullscreen Mode looks for the user in the app:
The user must click on 'Accept' to proceed to payment.
⚠️ How T&C's are different to Waivers
Terms and Conditions are essentially the rules of membership. They define the relationship between the club and the member — for example; things like membership fees, expected behaviour, ride rules, data use, and grounds for removal. They're about setting expectations and obligations on both sides.
A Waiver is specifically about risk and liability. It's a legal document where a member acknowledges the inherent risks of cycling and agrees not to hold the club responsible if they're injured as a result of those risks. It's a one-way release of liability rather than a mutual agreement.
❗️ We recommend NOT including waiver copy in Terms and Conditions and using the hivepass Waiver functionality instead.
The key difference is that T&Cs govern the ongoing relationship, while a waiver addresses a specific legal protection — the club's exposure to injury claims.
In practice, many clubs combine both into a single sign-up document, which is fine — but it's worth knowing they're doing two distinct jobs. A waiver that's buried inside T&Cs can also carry less legal weight than a standalone document with clear, prominent language, so some clubs choose to keep them separate for that reason.