Updating your Terms & Conditions

Updating your Terms & Conditions


Updating your Terms & Conditions

Updating the terms and conditions that are used for the sign and accept function in TBN is easy. The following video will show you how. 


Notes
Existing Terms & Conditions can’t be edited. This preserves an accurate record of what each user signed. Create a new version to make changes; users will be prompted to re-sign on next use.


 Overview

TBN preserves a permanent record of every Terms & Conditions document your customers have signed. Because of this legal/audit requirement, existing T&C text is intentionally uneditable. To make changes, you create a new T&C version and set it as the Default so it appears in your Review & Sign workflow going forward.

2) Learning outcomes

After this module, you can:

  • Locate and view existing T&C versions.

  • Understand why T&C text cannot be edited in place.

  • Create a new T&C version and set it as the account default.

  • Name/version T&C consistently for audit clarity.

  • Verify that customers see the updated T&C in Review & Sign.

Step-by-step: Create and activate a new T&C

  1. Go to: Company Setup → General Settings → Terms & Conditions

  2. Open current version (optional): Click into an existing T&C to review details.

    • You’ll notice that Edit only allows Rename and Default toggle—not text edits. This is by design.

  3. Create a new version: Click Create New Terms & Conditions.

  4. Name & describe it:

    • Name: Use a clear versioned title (e.g., T&C v2025-09-09).

    • Description: Brief context (e.g., “Added liability clause; updated payment terms”).

  5. Set as default: Check Set as Default (or Overwrite Default) so this version is used going forward.

  6. Paste or type the new legal text into the body field.

  7. Save.

Result: The new version is now the account’s Default and will be shown in the Review & Sign process.

What customers will see

  • New Review & Sign sessions will display the new Default T&C immediately after you save.

  • Previously signed documents remain associated with their original T&C version for audit integrity.

Signature cadence note:
If your account requires customers to sign only every X days/months unless the T&C changes, publishing a new T&C version triggers a fresh signature the next time the customer uses the system.

8) Verification checklist

After saving your new T&C:

  • It appears in the list with the correct Name and Description.

  • It is marked as Default.

  • You (or a test user) start the Review & Sign flow and confirm the new text appears.

  • Internal stakeholders have been notified of the change (see message template below).

FAQs & troubleshooting

Q: I can’t edit the text of my existing T&C—bug?

A: Not a bug. Existing versions are immutable to protect your signed records. Create a new version.


Q: Customers still see the old T&C.

A: Confirm the new version is marked Default. Close/reopen the Review & Sign session and try again.


Q: Can I delete old T&C versions?

A: Avoid deleting any version that has ever been signed—retain for audit/legal history.


Q: Who can create a new T&C?

A: Only users with Company Setup permissions.


Q: Our users with a signature cadence of only every X period of time were asked to resign now. Why?

A: A new T&C version forces a fresh signature at next use, even for those with an established signature cadence.


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