Set how long chapter team members have to accept terms for their chapter role, see who has accepted, and remind them before an acceptance expires. This feature is still in beta.
Beta: Terms for chapter team members are still a beta feature. Bevy Support turns it on. Send the details in Ask Bevy Support to turn terms on. Terms & Conditions appears on Settings, General only after that.
How terms work for a chapter role
Each terms document applies to one chapter role. You can require terms for more than one role. Each role has its own document. You choose the role, the wording, and how long an acceptance lasts, and Bevy Support publishes them. Many communities use one year. Some terms do not expire.
People who already hold the role when terms are turned on receive 30 days of temporary access. They can use the dashboard during those 30 days. A prompt asks them to sign, and they can dismiss it with Not now.
Someone added to the role after terms are on stays pending until they accept. Opening the dashboard takes them to the terms page.
Acceptance is stored for the person and the role. It covers every chapter where they hold that same role. A second role with its own terms needs its own acceptance. If they leave every team that uses the role, that acceptance is cleared. Adding them again means they accept again.
The steps the team member follows are in Accept terms for your chapter role.
Ask Bevy Support to turn terms on
The dashboard has no control that publishes a terms page or chooses which chapter role must accept it. Email Bevy Support the rows below. Send one full set for each chapter role.
| Send this | Required | What to include |
|---|---|---|
| Chapter role name | Yes | Copy the name from the Admin Dashboard, Members, Chapter Roles. Support ties the terms to that role. A different name is a different document. |
| Page title | Yes | The heading people see on the terms page. |
| Terms text | Yes | The full wording people read before they accept, including any links. Send the finished text. |
| How long an acceptance lasts | Yes | A number of years, a number of days, or no expiration. One year is common. Support sets this when they publish the document, and it stays fixed. |
| Grace period, in days | No | How long someone can stay pending, rejected, or expired before they are removed from the role. It starts at 60. You can set it yourself after Terms & Conditions appears. Include a number here if you want Support to know it before they turn the feature on. |
| Second checkbox | No | The page always includes I have read & understood these terms and conditions. To add another checkbox that people must check before Accept works, send the exact label. Include a link address and link text if the label should contain a link. Selecting that link does not check the box. |
| Link in the menu or footer | No | Say whether the terms page should appear in the site menu, the footer, or both. Leave this out and the page stays unlinked. People who must accept still open it from the dashboard. Anyone who can open the link can read the terms. Accept and Reject stay available only to people who hold the chapter role. |
You do not send a list of people. When Support publishes the document, everyone who already holds that role gets 30 days of temporary access. Anyone added to the role after that is pending until they accept.
Note: Support turns the feature on for the whole community, then publishes one terms page per role. The grace-period field on Settings, General appears with that first step. The terms page for a role appears when Support publishes that role's document.
Change the terms after they are on
Send Bevy Support the new page title and the new terms text when the wording changes. People who already accepted stay accepted. They do not have to accept the revised text.
The chapter role and how long an acceptance lasts stay as Support first set them. To use a different role, or a different acceptance length, ask Support to publish a new document. People who hold that role accept the new document.
To add, change, or remove the second checkbox, or the link in the site menu or footer, send that request to Bevy Support.
Set the grace period
The grace period is how many days someone can stay pending, rejected, or expired before Bevy removes them from that chapter role. The field starts at 60.
- Open the Admin Dashboard.
- Select Settings.
- Stay on General.
- Find Terms & Conditions.
- Enter the number of days. The field reads: After grace-period, team organizer will be automatically removed. If 0 is entered, the organizers will never be removed.
- Select Save Settings at the bottom of the page, then confirm.
The on-screen text talks about organizers and an annual signature. Removal follows the roles Bevy enabled, and the acceptance length is the period Bevy set on the document.
Important: Enter 0 and people stay on the role. They still cannot open the dashboard while they are pending, rejected, or expired. Temporary access is the window when the dashboard stays open before they accept.
Removal runs once a day. It waits until the person has been on that team for the full grace period, and until the pending, rejected, or expired status is at least that old. Rejecting the terms starts the grace period again from that day. When an acceptance expires, the grace period starts on the day the status becomes expired. People who were already on the role also have the 30 days of temporary access before that expired period begins.
Statuses
| Status | Dashboard | What the team member sees |
|---|---|---|
| Temporary access | Open for 30 days from when terms were turned on for people already on the role. | A prompt titled Please sign the Terms & Conditions. Not now keeps the dashboard open. Terms & Conditions opens the terms page. |
| Pending | Closed. The dashboard opens the terms page. | Accept and Reject, after they sign in with the account that holds the role. |
| Accepted | Open. | No prompt until 30 days before the acceptance expires. Then the same prompt they can dismiss until that date. |
| Rejected | Closed. | A confirmation that they will no longer have access to the dashboard. They can open the terms page and accept later, until the grace period removes them from the role. |
| Expired | Closed. The dashboard opens the terms page. | The terms page, until they accept again. The grace period is counted from the day the status became expired. |
On the chapter team list, temporary access is labeled T&C pending. The chip shows one status. When a person has terms for two roles, open each role's team record if the chip does not match what you expect.
Send a reminder before acceptance expires
The sign-in prompt reaches people who open the dashboard. An automated email reaches people who do not. The email goes to the team member whose acceptance, or temporary access, is about to expire.
- In the Admin Dashboard, go to Emails, then Automated emails.
- Select New email.
- Enter the subject and the message. Insert Expiration Date and Terms and conditions URL so the message names the date and links to the terms page.
- In Audience, select User with Document Status.
- In Trigger this email on, select Document Expiration.
- Under Delay, select Before, enter a number of days, and select Day(s). A reminder at 30, 10, or 5 days before the date is a common set. Create one email for each timing.
- Check Enable email.
- Select Create.
Note: This email follows an expiration date. People who are pending have no expiration date yet. Opening the dashboard already takes them to the terms page.
View status on the chapter team
- Open the chapter dashboard.
- Go to Settings, then Team.
- Find the team member. The chip next to the name reads T&C plus the status: pending, accepted, rejected, or expired.
T&C pending on this screen covers both pending and temporary access. Someone who can still use the dashboard and shows pending is in the 30-day temporary access window.
View status with the API
When the feature is on, each team member in these responses includes document_status_data:
GET /api/chapter/{chapter_id}/team/lists the team for one chapter.GET /api/user/{user_id}/chapter_teams/lists the chapter teams for one person.
| Field | Meaning |
|---|---|
status | accepted, rejected, temporary access, expired, or pending. |
formatted_expiration_date | The date temporary access or the current acceptance ends, when there is one. |
status_updated_ts | When the status last changed. The grace period for rejected and expired is counted from this time. |
temporary_access_expiration_ts | When temporary access ends. Empty once the person has accepted or rejected. |
When a team member cannot accept
Use this list when someone reports that Accept does nothing, or that the buttons are unavailable.
- Accept and Reject are unavailable, and the page says to log in. They are signed out, or they are signed in on an account that does not hold the chapter role for this document. They need the Log in link on the terms page, and the account that is on that role. A different role, or a person who was already removed from the team, cannot accept that document.
- They can select Accept, and the page says they must check the box first. They need I have read & understood these terms and conditions. When a second checkbox is on the page, they need that one too. A link inside the second checkbox does not check it.
- They selected Reject. The confirmation says they will no longer have access to the dashboard, and they land on the community homepage. They can open the terms page and accept until the grace period removes them from the role. Rejecting starts that period again.
- The team chip says T&C pending and they can still work. That is temporary access. They have 30 days from when terms were turned on, and they can dismiss the prompt until then.
- The dashboard keeps returning them to the terms page. Their status is pending, rejected, or expired. Accepted and temporary access are the statuses that leave the dashboard open.
- They accepted last year, or they hold the role on another chapter, and they are being asked again. Each role has its own document. The same role across chapters shares one acceptance, until they leave every team with that role.
- Terms & Conditions is missing from Settings, General. The feature is off for this community. Contact Bevy Support.