Legal Policies in the Portal
The Portal is a great way for your customers to re-agree to your legal policies on an annual basis or agree to new policies at any time. By enabling various Settings, you control when the Agreements are needed. Jackrabbit captures the customer "E-signature" and stores it, thus eliminating paper agreements. Ensure that the Policies tab is enabled to use these features. Your attorney can advise you as to how often you should update your policies or require new signatures.
customers register coming in through the Class Listing and Registration Form, your current legal policies are displayed in the Reg form and they must agree to them by checking the boxes and typing in their name, which Jackrabbit stores for you in your database - no more storing paper Agreements!
At any time, to "see" or "print" the legal policies that a family most recently agreed to, along with their e-signature, go to the Family page, MISC tab. Then, look at the "Last Policy Agreement Date":
Next, hit the "View Registrations" button (upper left), and look for the matching date in the resulting pop-up list (it may be associated to a Portal submission or a Web Reg submission). When found, click the "View" link beside the date.
Another pop-up will display that submission, complete with the Full Name that they typed as their e-signature, along with all the policies that they agreed to. The Print button is located at the top should you need to print the document.
There are a few circumstances where you may need to have EXISTING
customers re-execute their Agreements:
1) When you first begin with Jackrabbit and have your existing customers imported, you can ask them to go online to the portal to provide their Agreement e-signatures.
2) When you use the Quick Registration feature where your staff completes the registration directly in the database, you can require that the customers use the portal to provide their Agreement e-signatures.
3) If you change your policies or add new policies, you can require all your customers to renew their Agreement in the portal.
When a customer logs into the portal and needs to re-agree to your policies, they will immediately be presented with this default message:
(You may change this text by editing the "Polices Agreement Prompt Text" box at the bottom of your Portal SETTINGS page).
Upon clicking "OK", your full list of policies is displayed to the customer At the bottom of the list they are required to type their name (legal e-signature):
Once they agree, the modal will close and they can continue as normal. They will not be prompted again until the "Last Policy Agreement Date" expires
. This action will be logged (you can go back and view or print it) in two places: the Customer Portal Log report, and the "View Registrations" pop-up on the Family Misc tab. Additionally, you and the customer will each receive an email with the subject line of "ORG - Agreement Notification".
On the family page you can see the the most recent date that the family agreed:
You will set your Agreement Date in the Portal SETTINGS page - set a PAST DATE (such as the last time your policies changed, or your most recent past annual renewal date such as Jan 1). Do not use a future date.
There is also an Agreement button in the Policies tab that will allow a customer to agree at any time for any reason:
(This will also stamp-date the agreement, log it, and send the emails).
You can quickly email all families that need to renew their Agreement by going to Families>Email Families
, and using the search criteria:
You can also use the Families>Advanced Search
to search for families that have not agreed to the policies, or have not agreed since a certain date.