--- title: Set Up Policies vs Membership Agreements description: policies vs membership --- [Skip to content](https://support.hapana.com/kb/article/687#main-content) English Show submenu for translations [![email-logo.png](https://support.hapana.com/hs-fs/hubfs/hapana_2022/email_2022/footer%20logo.png?width=300&height=78&name=footer%20logo.png)](https://info.hapana.com/en?hsLang=en) Open main navigation Close main navigation - English Show submenu for translations - [Submit Ticket](https://21gxv.share.hsforms.com/2-8HozJXMSTW8kaFHC32eaw) [Submit Ticket](https://21gxv.share.hsforms.com/2-8HozJXMSTW8kaFHC32eaw) Hapana Help | Find answers here - There are no suggestions because the search field is empty. 1. [Hapana Knowledge Base](https://support.hapana.com/?hsLang=en) 2. [Member Management](https://support.hapana.com/member-management?hsLang=en) 3. [Edit Profile](https://support.hapana.com/member-management?hsLang=en#edit-profile) # Set Up Policies vs Membership Agreements ## Overview When onboarding new clients in CORE, you’ll want to make sure they agree to your studio’s policies and sign required membership agreements. While these sound similar, they serve different purposes: - A **policy** is a checkbox during sign-up (e.g. cancellation terms, liability releases) - A **membership agreement** is a signed document linked to the client’s membership package This guide explains the difference, how to set each up, and how they show up during the sign-up and checkout flow. 🎥 **Watch the walkthrough**: [Click here to watch on Loom](https://www.loom.com/share/262dd876580d45a5a9abe3372bbc2dc5) Or preview it below: --- ## Prerequisites Before you begin: - You must have admin access to **Retail Configurations** - Know which policies or agreements you want clients to accept or sign - Membership products should be created in advance if attaching agreements --- ## Step-by-step instructions ### Step 1: Create client-facing policies 1. Go to **Location Name \> Edit Profile** 2. Scroll to the **Policies** section 3. Click **Add Policy** 4. Enter a **Policy Name** (e.g. *Cancellation Policy*) 5. Add the **Policy Text** — this is what clients will agree to by ticking a box > ✅ Tip: You can create multiple policies (e.g. Liability Waiver, Studio Etiquette) or a single combined “Terms and Conditions” checkbox. These appear during sign-up and must be checked before proceeding — no signature required. ![Article image](https://support.hapana.com/hs-fs/hubfs/Knowledge%20Base%20Import/1759442827680_08d70544_image-20250523145817-201-1.png?width=2048&height=1273&name=1759442827680_08d70544_image-20250523145817-201-1.png) ![Article image](https://support.hapana.com/hs-fs/hubfs/Knowledge%20Base%20Import/1759442829318_c4ac06cd_image-20250523145826-202-1.png?width=2048&height=1273&name=1759442829318_c4ac06cd_image-20250523145826-202-1.png) ![Article image](https://support.hapana.com/hs-fs/hubfs/Knowledge%20Base%20Import/1759442830885_4fefe7f7_image-20250523145835-203-1.png?width=2048&height=1273&name=1759442830885_4fefe7f7_image-20250523145835-203-1.png) ![Article image](https://support.hapana.com/hs-fs/hubfs/Knowledge%20Base%20Import/1759442832647_dbc57f10_image-20250523145846-204-1.png?width=2048&height=1273&name=1759442832647_dbc57f10_image-20250523145846-204-1.png) ![Article image](https://support.hapana.com/hs-fs/hubfs/Knowledge%20Base%20Import/1759442834477_3f1faf4c_image-20250523145917-205-1.png?width=2048&height=1273&name=1759442834477_3f1faf4c_image-20250523145917-205-1.png) ![Article image](https://support.hapana.com/hs-fs/hubfs/Knowledge%20Base%20Import/1759442836301_2afda8ac_image-20250523145926-206-1.png?width=2048&height=1273&name=1759442836301_2afda8ac_image-20250523145926-206-1.png) ![Article image](https://support.hapana.com/hs-fs/hubfs/Knowledge%20Base%20Import/1759442838175_be30179a_image-20250523145937-207-1.png?width=2048&height=1337&name=1759442838175_be30179a_image-20250523145937-207-1.png) --- ### Step 2: Create a membership agreement 1. Go to **Payments \>Retail Configurations** 2. Click into your **Memberships** 3. Select a membership and click the **pencil icon** to edit 4. Scroll to the bottom to the **Package Agreement** section 5. Enter the agreement content - Use **shortcodes** (like client name, start date) to personalize the text - This will become a signed digital contract for the client > ⚠️ This agreement must be signed before a membership becomes active. ![Article image](https://support.hapana.com/hs-fs/hubfs/Knowledge%20Base%20Import/1759442840096_91734b47_image-20250523145947-208-1.png?width=2048&height=1273&name=1759442840096_91734b47_image-20250523145947-208-1.png) ![Article image](https://support.hapana.com/hs-fs/hubfs/Knowledge%20Base%20Import/1759442841926_644c74b9_image-20250523145956-209-1.png?width=2048&height=1273&name=1759442841926_644c74b9_image-20250523145956-209-1.png) ![Article image](https://support.hapana.com/hs-fs/hubfs/Knowledge%20Base%20Import/1759442843798_765e2783_image-20250523150006-210-1.png?width=2048&height=1273&name=1759442843798_765e2783_image-20250523150006-210-1.png) ![Article image](https://support.hapana.com/hs-fs/hubfs/Knowledge%20Base%20Import/1759442845408_1fb6874e_image-20250523150015-211-1.png?width=2048&height=1273&name=1759442845408_1fb6874e_image-20250523150015-211-1.png) ![Article image](https://support.hapana.com/hs-fs/hubfs/Knowledge%20Base%20Import/1759442847242_6df84637_image-20250523150036-212-1.png?width=2048&height=1273&name=1759442847242_6df84637_image-20250523150036-212-1.png) ![Article image](https://support.hapana.com/hs-fs/hubfs/Knowledge%20Base%20Import/1759442849280_f7b453e5_image-20250523150054-214-1.png?width=2048&height=1273&name=1759442849280_f7b453e5_image-20250523150054-214-1.png) --- ### Step 3: Selling a membership with an agreement 1. Go to **Payments \> New Sale** 2. Add a **membership** to the cart 3. Select the **client** 4. At checkout, you’ll see the option to **Send Agreement to Client** Always choose **Send to Client** — never sign on behalf of a client. Once sent, the client will receive: - An email to sign the agreement - An in-app notification if using the client app The membership will activate only after the agreement is signed. > ✅ Tip: If purchasing directly from the app, clients complete the full process — sign-up, policy agreement, membership selection, and signature — seamlessly in one flow. ![Article image](https://support.hapana.com/hs-fs/hubfs/Knowledge%20Base%20Import/1759442851174_17fcd15f_image-20250523150106-215-1.png?width=2048&height=1273&name=1759442851174_17fcd15f_image-20250523150106-215-1.png) ![Article image](https://support.hapana.com/hs-fs/hubfs/Knowledge%20Base%20Import/1759442853101_0f123fc3_image-20250523150116-216-1.png?width=2048&height=1273&name=1759442853101_0f123fc3_image-20250523150116-216-1.png) ![Article image](https://support.hapana.com/hs-fs/hubfs/Knowledge%20Base%20Import/1759442854791_e912d1f6_image-20250523150125-217-1.png?width=2048&height=1273&name=1759442854791_e912d1f6_image-20250523150125-217-1.png) ![Article image](https://support.hapana.com/hs-fs/hubfs/Knowledge%20Base%20Import/1759442856354_641088c8_image-20250523150135-218-1.png?width=2048&height=1273&name=1759442856354_641088c8_image-20250523150135-218-1.png) ![Article image](https://support.hapana.com/hs-fs/hubfs/Knowledge%20Base%20Import/1759442857950_f63dc439_image-20250523150147-219-1.png?width=2048&height=1273&name=1759442857950_f63dc439_image-20250523150147-219-1.png) ![Article image](https://support.hapana.com/hs-fs/hubfs/Knowledge%20Base%20Import/1759442859582_dddcab3d_image-20250523150558-220-1.png?width=2048&height=1273&name=1759442859582_dddcab3d_image-20250523150558-220-1.png) ![Article image](https://support.hapana.com/hs-fs/hubfs/Knowledge%20Base%20Import/1759442861113_b246bbaf_image-20250523150607-221-1.png?width=2048&height=1273&name=1759442861113_b246bbaf_image-20250523150607-221-1.png) ![Article image](https://support.hapana.com/hs-fs/hubfs/Knowledge%20Base%20Import/1759442863388_89ed4567_image-20250523150618-222-1.png?width=2048&height=1273&name=1759442863388_89ed4567_image-20250523150618-222-1.png) ![Article image](https://support.hapana.com/hs-fs/hubfs/Knowledge%20Base%20Import/1759442864949_6a37f305_image-20250523150631-223-1.png?width=2048&height=1273&name=1759442864949_6a37f305_image-20250523150631-223-1.png) ![Article image](https://support.hapana.com/hs-fs/hubfs/Knowledge%20Base%20Import/1759442866692_14eabca5_image-20250523150641-224-1.png?width=2048&height=1273&name=1759442866692_14eabca5_image-20250523150641-224-1.png) --- ## Expected Outcome After setup, your policies and agreements will be built into the client onboarding and sales journey. Clients will check off policies during sign-up, and sign agreements for any memberships they purchase — giving you clarity and legal protection. --- ## FAQs **Q: Can I include policy language in the membership agreement?** A: Yes — you can duplicate or summarize policy content inside the membership agreement for extra visibility. **Q: How do I know if the agreement was signed?** A: You’ll see the signed document in the client’s profile and can download it as a PDF. **Q: Can clients skip agreement signing during checkout?** A: No — the sale won’t finalize until they sign. If sent to the client, it stays pending until completed. --- **Still need help?** Reach out to our support team via [support@hapana.com](mailto:support@hapana.com) - [Member Management](https://support.hapana.com/member-management?hsLang=en#main-content) - [Account Settings](https://support.hapana.com/member-management?hsLang=en#account-settings) - [Client Accounts](https://support.hapana.com/member-management?hsLang=en#client-accounts) - [Edit Profile](https://support.hapana.com/member-management?hsLang=en#edit-profile) - [Retail Configurations](https://support.hapana.com/member-management?hsLang=en#retail-configurations) - [Other](https://support.hapana.com/member-management?hsLang=en#other) - [Schedule](https://support.hapana.com/member-management?hsLang=en#schedule) - [Client Page](https://support.hapana.com/member-management?hsLang=en#client-page) - [General](https://support.hapana.com/member-management?hsLang=en#general) - [Reporting](https://support.hapana.com/member-management?hsLang=en#reporting) - [Retail Dashboard](https://support.hapana.com/member-management?hsLang=en#retail-dashboard) - [Team Settings](https://support.hapana.com/member-management?hsLang=en#team-settings) - [Hapana Member Access Control (MAC) Doors](https://support.hapana.com/member-management?hsLang=en#hapana-member-access-control-mac-doors) - [Cash Drawer](https://support.hapana.com/member-management?hsLang=en#cash-drawer) - [Marketing Solutions](https://support.hapana.com/marketing-solutions?hsLang=en#main-content) - [App](https://support.hapana.com/marketing-solutions?hsLang=en#app) - [Contacts](https://support.hapana.com/marketing-solutions?hsLang=en#contacts) - [Marketing](https://support.hapana.com/marketing-solutions?hsLang=en#marketing) - [Conversations](https://support.hapana.com/marketing-solutions?hsLang=en#conversations) - [Settings](https://support.hapana.com/marketing-solutions?hsLang=en#settings) - [Automations](https://support.hapana.com/marketing-solutions?hsLang=en#automations) - [Branded Solutions](https://support.hapana.com/branded-solutions?hsLang=en#main-content) - [Branded App](https://support.hapana.com/branded-solutions?hsLang=en#branded-app) - [Branded Kiosk](https://support.hapana.com/branded-solutions?hsLang=en#branded-kiosk) - [Hapana Hub](https://support.hapana.com/hapana-hub?hsLang=en) - [Website Embed Widgets](https://support.hapana.com/website-embed-widgets?hsLang=en) - [About us](https://hapana.com/about-us/) - [Careers](https://hapana.com/careers/) - [Contact us](https://hapana.com/contact-us/) - [Privacy policy](https://hapana.com/privacy-policy/) - [Terms & conditions](https://hapana.com/terms-and-conditions/) [![email-logo.png](https://support.hapana.com/hs-fs/hubfs/hapana_2022/email_2022/footer%20logo.png?width=300&height=78&name=footer%20logo.png "email-logo.png")](http://hapana.com?hsLang=en) Copyright © 2025, Hapana