📝 Overview
You can also add your own policies for customers to accept, for example, your own privacy policy or terms of service, and once a policy is in effect, new customers will accept it during sign-up, and existing customers will be prompted to accept it before they next interact with your customer site.
This guide walks through how to add a policy that takes effect immediately, schedule one for a future date, host the text on an external page, and update or replace a policy after it's live.
💡By default, when customers sign up, TeamUp will ask them accept its Privacy Policy and Terms of Service, which cover how customer data is used and stored. When customers opt in, they're agreeing to how their data will be used within the system.
🛠️ Setup
You'll find Policies in your Business Dashboard under Forms/Documents ➜ Policies. From here, you can add a policy that goes into effect immediately, schedule one for a future date, or link to a policy hosted on your own website.
➕ Click the arrow to learn how to add a policy
➕ Click the arrow to learn how to add a policy
➕ Add a policy to go into effect immediately
Use this option when you want customers to start accepting the policy right away. Existing customers will be prompted on their next visit, and new customers will see it during sign-up.
Head to Forms/Documents ➔ Policies and click Add a Policy.
Enter the name of your policy and add the policy text you'd like customers to accept. Text location lets you choose where the text is held — either within the platform, or on an externally hosted page (covered further below).
💡 The effective date defaults to today's date. You can change it to a future date if needed, but customers won't be required to agree to the policy until the effective date is reached.
Once you're happy with your settings, click Create to set the policy live. Existing customers will be prompted to accept the policy the next time they visit your customer site.
New customers will accept the policy on the sign-up form.
💡 The platform also has its own policies which new customers must accept. The sign-up form distinguishes which policies relate to your business and which relate to the platform itself.
🗓️ Click the arrow to learn how to add a policy to go go into effect in the future
🗓️ Click the arrow to learn how to add a policy to go go into effect in the future
🗓️ Add a policy to go into effect in the future
Use this option when you want to give customers advance notice of an upcoming policy. Customers can choose to accept the policy ahead of time, but won't be required to agree until the effective date is reached.
Head to Forms/Documents ➔ Policies and click Add a Policy. Add the policy name and text as required, update the effective date to your required future date, then click Create once you're happy with the settings.
Logged-in customers will see a view-and-accept option on their account and can optionally accept the policy before the effective date.
🌐 Click the arrow to learn how to add a policy with text hosted on an external page
🌐 Click the arrow to learn how to add a policy with text hosted on an external page
🌐 Add a policy with the text hosted on an external page
If you already have your policy text hosted externally, you can link directly to the hosted page instead of pasting the text into the policy.
Head to Forms/Documents ➔ Policies and click Add a Policy. Then:
Enter the name and effective date as desired.
Set Text location to On an externally hosted page.
Enter the external page URL where the policy is hosted.
Click Create once you're happy with the settings.
When customers view the policy, they'll be redirected to the URL you specified.
💡 If you make any substantial changes to the externally hosted policy text, we recommend adding a new policy to request acceptance from your customers again.
🔄 Update an Existing Policy
Once a policy has been created, its existing text cannot be edited directly. However, you can update the policy by replacing it with a new version of the policy text.
Please note that customers who have already signed the original policy will not be prompted to sign the updated version again. If you need all customers to review and sign the updated policy, you will need to create a new policy instead.
Click the arrow to learn more about updating policies
Click the arrow to learn more about updating policies
If you'd like to make a change to your existing policy which contradicts a previous version or adds important information which was missing from the original policy text, we would recommend you do not update the policy, but instead delete/archive it, and create a new policy in its place.
The reason for this is because any customers who have already agreed to this policy prior to the update, will not be asked to accept the new updated policy.
🧠 Example:
If your original policy does not contain any information about your businesses assumption of risk & Liability Waiver, or a Code of Conduct, and you want to include this in your policy by updating it, any customers who have already accepted your policy before the update will not be asked to accept it again, and so would not be made aware of these changes.
Archiving the policy in question and replacing it with a new one would be the correct way to make sure all of your customers sign the updated policy.
Once a policy is created, you can access it by going to Forms/Documents ➔ Policies and clicking on the policy there.
Click on Details to the right of the policy, and you'll be able to see the date it went into effect, the version (when it was last updated), the policy text, the Update option, and the option to Archive or Delete it.
💡If a policy has not yet been accepted by any customers, you'll be able to Delete it, but if it has been accepted by customers, you'll see the option to Archive it instead.
When you click on Update, you'll see the pop-up below. Enter the Effective date (the date this policy will go into effect), the Text location, and your new Policy text, then Save once you're happy with the updates.
⚠️ The text you enter into the Policy Text box will replace the existing policy text completely, essentially becoming the new policy.
It is NOT added onto the existing policy text.
Now, when viewing the policy, you'll see the new version at the top with a green pill displaying it's in effect, and the previous version will be located beneath it.
💡 If the policy text is on TeamUp, you can click on the blue hyperlinked "Policy text: On TeamUp" to view the policy text associated with each version.
❓ Frequently Asked Questions (FAQs)
Find answers to common questions or additional details that may not be covered in the main instructions.
Click the arrow to view frequently asked questions
Click the arrow to view frequently asked questions
Can I update a policy that's scheduled to go into effect later?
Click the arrow to see the answer
Click the arrow to see the answer
Scheduled policies that haven't yet reached their effective date can't be amended directly. You'll need to delete the policy (if no customers have accepted it yet) or archive it (if any customers have already accepted), then add a new policy with the correct details.