🆕Terms of Service/ Privacy Policy

Overview

Including a Terms of Service (ToS) agreement in the welcome screen ensures that users acknowledge and accept the terms before using the platform.

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Steps to Setup ToS

Create a New Terms of Service Entry

Click on the Cog Wheel next to the ToS within the steps list. This will bring up the Terms of Service settings menu.

Fill in the Required Fields

• Title: Required. Enter "Terms of Service."

• Short Title: Required. Use a concise identifier like "TOS."

• Icon: Required. Select an icon for the section.

• Description: Provide a brief message, such as providing instructions for accepting the ToS or links for alternative viewing methods of the ToS.

Add the ToS Content

In the Content Editor, enter the full text of the Terms of Service. Format the text using bold, italics, bullet points, or headings to enhance readability. Optionally, include links to a detailed ToS page if necessary.

Enable Acceptance Requirement

Toggle the Acceptance Required switch ON to make ToS acceptance mandatory. In the Acceptance Text field, enter a message such as "Please accept terms of service to proceed."

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Save and Apply Changes

When saving changes to the Terms of Service or Privacy Policy, admins can designate the update as either minor or major.

Minor updates prompt only users who have never accepted the Terms of Service or Privacy Policy to do so. Users who previously accepted an earlier version are not interrupted, and their original acceptance timestamps remain unchanged. This allows admins to make small edits or clarifications without forcing re-acceptance across the organization.

Major updates require all users to re-accept the updated Terms of Service or Privacy Policy, including users who had accepted earlier versions. This ensures explicit acknowledgment when substantive or legally significant changes are made.

All changes to the Terms of Service and Privacy Policy are automatically recorded in the audit log, providing full accountability and traceability. Acceptance timestamps for both the Terms of Service and the Privacy Policy are also available in user exports from Admin Portal → Users → Manage Users → Tools → Export Users, enabling admins to track compliance across the user base.

Click the Save button to store the changes.

Log out and re-access the system as a new user or use the Preview As button to verify that users will have access to the Terms of Service before proceeding to the domain.