--- title: How to Set Up Client Policies and Agreements description: client policies --- [Skip to content](https://support.hapana.com/kb/article/742#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) # How to Set Up Client Policies and Agreements ## Overview Hapana allows you to manage two key types of client acknowledgements — **Policies** and **Package or Membership Agreements**. Understanding the difference is important: - **Policies**: These are general terms that clients agree to by ticking a box during sign-up (e.g., cancellation or liability policies). - **Agreements**: These require a **signature** and are tied to specific packs or memberships (e.g., 10-class pack terms). Both are essential for legal protection and clear communication. 🎥 **Watch the walkthrough**: [Click here to watch on Loom](https://www.loom.com/share/00400be5ba69425da32811f14ce6bd48) Or preview it below: --- ## Prerequisites Before you begin: - Have your **policy content and agreement wording** ready (consult your legal team) - Admin access is required to edit profile and retail configuration - Know which policies apply to all sign-ups, and which agreements are tied to packs or memberships --- ## Step-by-step instructions --- ### Step 1: Add or edit client policies 1. Click your **Studio Name** \> **Edit Profile** 2. On the left menu, click **Policies** 3. Click the **+ icon** to add a new policy 4. Fill in: - **Policy Name** - **Policy Content** - Toggle **Required to Agree** to “Yes” > ✅ Once enabled, clients will see this during sign-up and must tick a box to proceed. ![Article image](https://support.hapana.com/hs-fs/hubfs/Knowledge%20Base%20Import/1759443842351_afb011d2_image-20250530125740-24-1.png?width=2048&height=1273&name=1759443842351_afb011d2_image-20250530125740-24-1.png) ![Article image](https://support.hapana.com/hs-fs/hubfs/Knowledge%20Base%20Import/1759443843926_a50b47d6_image-20250530125807-25-1.png?width=2048&height=1273&name=1759443843926_a50b47d6_image-20250530125807-25-1.png) ![Article image](https://support.hapana.com/hs-fs/hubfs/Knowledge%20Base%20Import/1759443845615_e5958987_image-20250530125827-26-1.png?width=2048&height=1273&name=1759443845615_e5958987_image-20250530125827-26-1.png) ![Article image](https://support.hapana.com/hs-fs/hubfs/Knowledge%20Base%20Import/1759443847238_35f80e68_image-20250530125835-27-1.png?width=2048&height=1273&name=1759443847238_35f80e68_image-20250530125835-27-1.png) ![Article image](https://support.hapana.com/hs-fs/hubfs/Knowledge%20Base%20Import/1759443849094_7c718648_image-20250530125845-28-1.png?width=2048&height=1273&name=1759443849094_7c718648_image-20250530125845-28-1.png) --- ### Step 2: Add a policy to the sign-up flow 1. Go to **Account Settings** \> **Configurations** 2. Click **Client Sign-Up Fields** 3. Scroll down to the **Policies** section 4. Ensure all required policies are toggled ON Clients will see these during initial signup or when logging in for the first time. ![Article image](https://support.hapana.com/hs-fs/hubfs/Knowledge%20Base%20Import/1759443850908_691aacf6_image-20250530125851-29-1.png?width=2048&height=1273&name=1759443850908_691aacf6_image-20250530125851-29-1.png) ![Article image](https://support.hapana.com/hs-fs/hubfs/Knowledge%20Base%20Import/1759443852521_0253219a_image-20250530125903-30-1.png?width=2048&height=1273&name=1759443852521_0253219a_image-20250530125903-30-1.png) ![Article image](https://support.hapana.com/hs-fs/hubfs/Knowledge%20Base%20Import/1759443854069_5be6326f_image-20250530125910-31-1.png?width=2048&height=1273&name=1759443854069_5be6326f_image-20250530125910-31-1.png) ![Article image](https://support.hapana.com/hs-fs/hubfs/Knowledge%20Base%20Import/1759443856591_cef7212d_image-20250530125920-32-1.png?width=2048&height=1273&name=1759443856591_cef7212d_image-20250530125920-32-1.png) ![Article image](https://support.hapana.com/hs-fs/hubfs/Knowledge%20Base%20Import/1759443858279_d933cd5b_image-20250530125929-33-1.png?width=2048&height=1273&name=1759443858279_d933cd5b_image-20250530125929-33-1.png) ![Article image](https://support.hapana.com/hs-fs/hubfs/Knowledge%20Base%20Import/1759443860081_af9d1f10_image-20250530125935-34-1.png?width=2048&height=1273&name=1759443860081_af9d1f10_image-20250530125935-34-1.png) --- ### Step 3: Create a package or membership agreement 1. Go to **Payments** \> **Retail Configuration** 2. Choose either **Session Packages** or **Memberships** 3. Click on a package/membership to edit 4. Scroll to the **Agreement Section** and toggle ON 5. Add your **agreement text** (terms, expectations, refund policy, etc.) 6. Use **shortcodes** if needed (e.g. client name, start date) 7. Tick **Send electronic confirmation** to email the agreement to the client 8. Click **Save** ![Article image](https://support.hapana.com/hs-fs/hubfs/Knowledge%20Base%20Import/1759443861924_bb498a41_image-20250530125941-35-1.png?width=2048&height=1273&name=1759443861924_bb498a41_image-20250530125941-35-1.png) ![Article image](https://support.hapana.com/hs-fs/hubfs/Knowledge%20Base%20Import/1759443863482_c6d6cf82_image-20250530130003-36-1.png?width=2048&height=1273&name=1759443863482_c6d6cf82_image-20250530130003-36-1.png) ![Article image](https://support.hapana.com/hs-fs/hubfs/Knowledge%20Base%20Import/1759443865094_c2d89b97_image-20250530130010-37-1.png?width=2048&height=1273&name=1759443865094_c2d89b97_image-20250530130010-37-1.png) ![Article image](https://support.hapana.com/hs-fs/hubfs/Knowledge%20Base%20Import/1759443866886_95995b10_image-20250530130016-38-1.png?width=2048&height=1273&name=1759443866886_95995b10_image-20250530130016-38-1.png) ![Article image](https://support.hapana.com/hs-fs/hubfs/Knowledge%20Base%20Import/1759443868935_88bffdcb_image-20250530130023-39-1.png?width=2048&height=1273&name=1759443868935_88bffdcb_image-20250530130023-39-1.png) ![Article image](https://support.hapana.com/hs-fs/hubfs/Knowledge%20Base%20Import/1759443870853_daf660a4_image-20250530130046-40-1.png?width=2048&height=1273&name=1759443870853_daf660a4_image-20250530130046-40-1.png) --- ### Step 4: How agreements appear to the client When a client purchases a pack or membership: - They’ll receive an **email prompt** to review and sign - On next login, the system will **prompt them to sign digitally** before activating the pack - You can choose to collect the signature **on-screen in person**, or send it to them remotely > ⚠️ Avoid using “Display and Collect Signature” unless the client is present at the time of purchase. --- ### Step 5: View what a client has agreed to 1. Go to **Clients** and open the client profile 2. Under **Client Info**, scroll to the **Agreements** section 3. Click the **eye icon** to view: - **Policy**: shows the date/time of acceptance (box ticked) - **Agreement**: shows full contract and **signature** with download option > 📄 Only agreements can be downloaded as PDFs; policies are visible in the profile only. ![Article image](https://support.hapana.com/hs-fs/hubfs/Knowledge%20Base%20Import/1759443872663_25add6c5_image-20250530130055-41-1.png?width=2048&height=1273&name=1759443872663_25add6c5_image-20250530130055-41-1.png) ![Article image](https://support.hapana.com/hs-fs/hubfs/Knowledge%20Base%20Import/1759443874479_6b5e8401_image-20250530130101-42-1.png?width=2048&height=1273&name=1759443874479_6b5e8401_image-20250530130101-42-1.png) ![Article image](https://support.hapana.com/hs-fs/hubfs/Knowledge%20Base%20Import/1759443876303_5e4296c7_image-20250530130109-43-1.png?width=2048&height=1273&name=1759443876303_5e4296c7_image-20250530130109-43-1.png) ![Article image](https://support.hapana.com/hs-fs/hubfs/Knowledge%20Base%20Import/1759443878214_e01fd30a_image-20250530130115-44-1.png?width=2048&height=1273&name=1759443878214_e01fd30a_image-20250530130115-44-1.png) ![Article image](https://support.hapana.com/hs-fs/hubfs/Knowledge%20Base%20Import/1759443879866_ae9c5412_image-20250530130123-45-1.png?width=2048&height=1273&name=1759443879866_ae9c5412_image-20250530130123-45-1.png) --- ## Expected outcome Your clients will now be prompted to accept policies during sign-up and sign agreements when purchasing packs or memberships. All acknowledgements are stored in the client’s profile and timestamped for reference. --- ## FAQs **Q: What’s the difference between a policy and an agreement?** A: A policy is accepted by ticking a box. An agreement is signed and tied to a specific pack or membership. **Q: Can clients skip signing the agreement?** A: No — if enabled, clients must sign before the pack or membership becomes active. **Q: Can I edit a policy or agreement after it’s live?** A: Yes — and if marked “Required,” clients must re-agree to updated versions. --- **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