Waivers & Agreements is where your agency's legal language lives. There are two kinds, and they work differently:
T&C for Payment Authorization: one agency-wide document, set by owners and admins, applied to every payment authorization request your agents send.
Custom T&Cs: any other terms you need, written by any member, kept private or shared with the agency.
Find both under Settings, then Waivers & Agreements in the Business section.
Everything here is scoped to your own agency. Parent Agency members manage the Parent Agency's documents, and Sub-Agency members manage their own. See Roles & Permissions.
[SCREENSHOT: Waivers & Agreements page showing both sections]
T&C for Payment Authorization
This is your agency's default payment authorization terms. Every payment authorization request your agents send to clients carries it, so there's one document and one version of it in play across the whole agency.
Only owners and admins can edit or publish it. Agents see it but can't change it.
Writing the document
The editor supports rich text: headings, bold, italic, underline, strikethrough, colors, links, lists, indentation, and images. Type your terms directly, or paste existing legal language and format it here. Ask AI can draft or refine the content if you'd rather start from an outline than a blank page.
Preview, publish, and share
Preview shows the client-facing version, so you can check formatting before anything goes out.
Publish makes the current draft the active document. Everything that references your agency's payment authorization terms picks up the published version from that point on.
Copy URL gives you the public link to send travelers directly. The link doesn't change when you republish, so anything you've already shared keeps working.
To update it later, edit the content, preview, and publish again. The new version replaces the old one.
[SCREENSHOT: T&C for Payment Authorization editor with Copy URL, Preview, and Publish]
Custom T&Cs
The payment authorization document covers one thing. Custom T&Cs are for everything else you need terms for:
A promotional offer, like early-bird pricing or a reduced deposit, where the conditions and expiry need spelling out.
Group departure terms, covering rooming changes, name substitutions, and deposit deadlines.
An activity waiver for something with real risk, like diving, trekking, or a cruise excursion.
A travel insurance declination, recording that a client was offered cover and turned it down.
Destination-specific terms, such as visa and vaccination responsibility for a particular country.
Any member can create one, including agents. Click New T&C, name it with the pencil icon, and write the content in the same editor, with Ask AI available here too. Preview it, then publish. Each published T&C gets its own public URL you can copy and send to a client directly.
Sharing with your agency
Each custom T&C has a Share with My Agency checkbox. Leave it off and the document is yours alone. Turn it on and everyone else in your agency can view and use it.
That's what the two tabs separate:
My T&Cs: documents you created.
Shared T&Cs: documents other members of your agency have shared.
[SCREENSHOT: Custom T&Cs with the My T&Cs and Shared T&Cs tabs and the Share with My Agency option]
Getting a client to sign one
A public URL is fine for sending terms to read, but it doesn't record that the client accepted them. For that, use a form. Add a Terms & Conditions element to a form, attach the T&C you want, and the client reads and agrees to it as part of filling the form in. Pair it with an E-Signature element and you have a signed record of their agreement.
This is why the insurance declination and activity waiver cases work well here: the form captures the client's acceptance, and the response is stored against their contact and trip. See Creating and Managing Forms and Using Form Responses in Trips and Contacts.
How these differ from supplier T&Cs
The documents here are your agency's own. Supplier terms are separate: they belong to the suppliers you book through, are stored per supplier, and attach to individual components when you set up a booking. See Create Supplier T&C Templates.
A client authorizing a payment sees both: the supplier's terms on each item, and your agency's terms on the authorization itself. See Payment Schedule & Authorization Requests.