Set up your terms and conditions

Introduction

Your company's legal text lives on one settings screen, headed Legal. It shows three tiles side by side: B2B Terms, B2C Terms and Highlighted Terms. The first two each hold one PDF file with your full terms and conditions, which the app attaches to booking emails. The third holds a short list of key rules that the app prints in a Highlighted terms block on every rental agreement and pickup form, so the customer sees them before signing.

You come here when:

• You are starting with the app and customers are receiving booking emails without your terms attached.
• Your lawyer has sent a new version of your terms and conditions.
• You want the most important rules, such as the excess or the no-smoking rule, printed on the agreement the customer signs.
• A rule on your agreement is out of date, for example a cleaning charge that has gone up.

Terms used on this screen

Use this screen for the text your customer must agree to. For your logo, bank and registration details on documents, see Put your logo, company details and terms on your documents.

How to use

Configuration

Before you start: the Legal screen and everything behind its three tiles is for a company administrator only. Staff with a normal account can still send the emails and print the agreements that use this text, but cannot change it. Ask your company administrator.

Opening the Legal screen

1. From the main menu open Admin, then Settings.
2. Click the Legal tile (it has a book icon). The screen headed Legal opens.

The first time anyone opens this screen, the app creates two empty entries, one called B2B Terms and one called B2C Terms. They have no file in them yet, so nothing is attached to emails until you upload your PDFs.

B2B and B2C terms

Uploading the two PDF files is described step by step in Put your logo, company details and terms on your documents, under Adding your terms and conditions PDFs. In short: click B2B Terms, upload the PDF, check that Name ends in .pdf, press Save, and do the same under B2C Terms. Size is filled in by the app and cannot be changed.

To replace a file with a new version, click the same tile again, upload the new PDF and press Save. The new file is attached to emails sent from then on.

Highlighted terms

1. On the Legal screen, click the Highlighted Terms tile. The screen headed Highlighted terms opens, with a list of the rules you already have, sorted by Order.

2. Click New Highlighted terms. A small window opens.

3. Fill in the two fields:

   Field	Starts as	What it does	What it accepts
   Order	0	Sorts the list on this screen	Whole numbers only
   Item	Empty	The rule, printed as one line on the agreement	Free text, any length

4. Press Save. Cancel closes the window without adding the rule.

To change a rule, click the pencil icon at the end of its row, change it and press Save. To remove a rule, click the bin icon at the end of its row. It is deleted at once, without a question, and cannot be brought back.

Back at the top left of each screen returns you to the previous one.

Using the legal text

There is nothing to do day to day. Once the files and rules are in place, the app uses them by itself:

• The PDF terms go with the booking confirmation emails and the email sent when the vehicle has been picked up. See Key details for exactly when.
• The highlighted terms are printed on every rental agreement and pickup form made from then on.

Checking the result. Send a booking confirmation for a test booking to your own email address and check that the right terms file is attached. Then make a new rental agreement for that booking and check the Highlighted terms block. See Find the documents the app makes for a booking for where each document is made.

Changes are not retroactive. Emails already sent and documents already made keep the old text. To give a customer the new version, make the document again and send it; see Find a document and send it again.

Key details

Which terms file a customer gets. The app looks at the customer on the booking. If the customer record has is company set to yes, the email gets the B2B Terms file. Every other customer gets B2C Terms. There is one file of each kind for the whole company: not one per branch, per location or per language.

Which emails carry the terms. Only these four:

The terms file goes along with the booking's own document: the rental agreement on the confirmation emails, the pickup form on the Pickup completed email. If that document is not attached to the email, the terms are not attached either. A terms entry without an uploaded file is skipped without any message. See Set up the emails the app sends by itself for the emails themselves.

How the highlighted terms print. The rental agreement and pickup form always carry a block headed Highlighted terms. Each rule from your list prints as its own line starting with a dash. The block also prints the free text from Highlighted rental agreement text on the document settings screen; both are described in Change what prints on your contracts and invoices.

A worked example. Autoverhuur Jansen B.V. adds three highlighted terms:

The next rental agreement shows, under Highlighted terms, three lines starting with a dash, one for each rule. A business customer booking a van gets the confirmation email with the rental agreement and Algemene voorwaarden zakelijk.pdf; a private customer booking the same van gets Algemene voorwaarden particulier.pdf instead.

Advanced terms are payment settings, not legal text. The item called advanced terms is the screen headed Edit Advanced Payment Terms, where you decide when a confirmation email asks for an advance or a full payment. It is opened from Admin > Settings > Operational, on the Payments tab, not from the Legal screen. It is described in Ask for an advance or full payment in the confirmation email.

Keeping the two in step. The highlighted terms repeat rules that are also in your PDF terms, but the app does not compare them. When your terms change, for example the cleaning charge goes from €250 to €300, upload the new PDFs and edit the matching highlighted term on the same day, or the agreement and the attached terms will show different amounts.

What to do next: upload both PDF files, add your highlighted terms, then send yourself a test booking confirmation and make a test rental agreement to check the result.

Q&A

Why did a private customer receive our business terms? The customer record has is company set to yes. Correct it on the customer record; see Create a customer record. Emails already sent cannot be taken back.

Why was a booking confirmation sent without our terms attached? Check three things. The B2B Terms or B2C Terms entry must have a file uploaded, not only a name. The email must be one of the four listed under Key details. And the email must also carry the booking's rental agreement or pickup form; without it, the terms are left off too.

Why can't the customer open the terms attachment? The attachment is named after Name in the B2B Terms or B2C Terms window. If the name does not end in .pdf, some email programs cannot open it. Add .pdf to the name and press Save.

How do I stop sending terms altogether? The B2B Terms and B2C Terms windows have no button to remove the file; you can only replace it with another one. Ask RentVisie support to remove the file.

Why are my highlighted terms not printed in the order I numbered them? Order sorts the list on the Highlighted terms screen only. The document is not guaranteed to follow it. If the order matters, put the rules in one piece of text in Highlighted rental agreement text instead; see Change what prints on your contracts and invoices.

Why is the Highlighted terms heading on the agreement with nothing under it? The heading always prints. Add at least one rule under Highlighted Terms, or text in Highlighted rental agreement text.

Why can't I open the Legal tile? It needs a company administrator account. Ask your company administrator; see Add an employee and set their permissions.

Can I have different terms for each branch or in English and Dutch? No. There is one B2B Terms file and one B2C Terms file for the whole company. If you need both languages, put them in one PDF.

Related pages:

• Put your logo, company details and terms on your documents, for the branch letterhead.
• Change what prints on your contracts and invoices, for the rest of the agreement layout.
• Set up the emails the app sends by itself, for the wording of the emails that carry your terms.