Managing Your LMS Terms & Conditions: Multidomain

Discover how to create and manage Terms & Conditions for your subdomains

Last Updated

July 16th, 2019

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13 min

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Introduction

In your LMS, you can create customized Terms & Conditions for your users to accept when registering or logging into the platform. You can also create and assign specific Terms & Conditions to specific domains, for those using Docebo’s Multidomain app.

Furthermore, Terms & Conditions can be versioned, so you can create a new version of the same Terms & Conditions when certain terms have been modified or updated. Your LMS tracks all versions of Terms & Conditions, and whether each user has agreed to, rejected or not yet answered to each version of them. As the Superadmin, you can create and view reports related to your Terms & Conditions as well.

By default, Terms & Conditions are not activated in new platforms, meaning that users will not have to agree to them in order to access their LMS. For those that were using the (Module: privacy_tos/Phrase: _TERMS_AND_CONDITIONS) language key in the localization tool to create Terms & Conditions for your learners purchasing courses via the platform’s E-Commerce app, refer to this article to learn how to manage the transition to the newer Terms & Conditions functionality.

This article outlines how to activate and manage the Terms & Conditions if your LMS uses the Multidomain app. For customers not using this app and therefore are only using a single domain, refer to this article to learn how to manage your Terms & Conditions.

Terms & Conditions vs. Privacy Policy

Your platform has both a Privacy Policy and Terms & Conditions that Superadmins can configure and all learners must accept if they are activated. While the configuration process is nearly identical, consider them as two separate functionalities that serve two different purposes that can work together to ensure that your learners are provided with all of the legal and policy-related information before using the platform.

The Privacy Policy should cover the legal language on the data that you record (such as material viewed in the platform or the number of times a user attempts to take a test) and how you manage it.

On the other hand, Terms & Conditions should outline the rules and guidelines that learners should respect in order to use the learning platform (i.e. not uploading informal learning assets related to specific subjects). Terms & Conditions should primarily focus on Coach & Share and E-Commerce, so learners know which rules to follow when asking questions to Experts, uploading informal learning assets, writing comments on assets, and purchasing courses or learning plans in the platform.

When learners log into their learning platform for the first time, when they self-register into the platform for the first time, or when they login again for the first time after you’ve updated the Privacy Policy or Terms & Conditions, they will always be prompted to accept the most recent version of the Privacy Policy or Terms & Conditions (or both, depending on what you’ve updated).

Checkboxes with links to both sets of content appear in the login or registration form, or just after logging into the platform, for those that had already accepted an older version of either one. Learners will also find a link to the Terms & Conditions in their shopping carts and on the Contribute page in their platforms.

Activating Terms & Conditions Globally for All Domains

In order to manage Terms & Conditions, log into your main domain as the Superadmin. Access the Admin Menu from the gear icon in the top right corner, then press the Advanced Settings item in the Settings section. Now, access the Users tab. In the Options section, flag the Terms & Conditions MUST be accepted option and press Save Changes.

terms & conditions activate global

Terms & Conditions are now activated for all of your subdomains. You can go into the settings of each subdomain to turn off Terms & Conditions for that subdomain. Remember that local settings do not have priority over the global configuration for Terms & Conditions, so any Terms & Conditions settings that you configure locally will have to be replicated globally.

Please Note: If this option is not enabled, you are still able to access the Terms & Conditions configuration area in your platform, and you can create and manage Terms & Conditions, but they will not appear to your users on the login or registration page of the platform. You may want to keep this option disabled as you draft your content per domain, then activate it after creating all of the Terms & Conditions for all subdomains in your platform.

Activating the Terms & Conditions Locally for Subdomains

Whether you have activated the Terms & Conditions globally from your main domain or not, you can locally activate or deactivate the Terms & Conditions for a subdomain in the Multidomain settings. Remember that local settings do not have priority over the global configuration for Terms & Conditions, so any Terms & Conditions settings that you configure locally will have to be replicated globally.

To manage the settings of an individual subdomain, access your Admin Menu, then press the Manage subitem in the Multidomain section. On the main Multidomain page, find the subdomain in the list, then press the gear icon to access its settings. Reach the Terms & Conditions tab, then flag the option in the first section to Enable custom settings for this client.

terms & conditions activate local

Now, you will see that the Terms & Conditions section is no longer greyed out. Depending on how you’ve set the global settings for all domains, you can flag the option to not require a Terms & Conditions agreement for users in this subdomain (meaning that these users will not have to accept Terms & Conditions before accessing their platforms), or you can flag the Assign Terms & Conditions option.

If you flag the second option, use the Select Terms & Conditions dropdown menu to assign Terms & Conditions to this multidomain. Alternatively, you can assign Terms & Conditions to this subdomain from the Terms & Conditions management area of your platform. The assigned policy will be reflected in the interface of the Terms & Conditions tab in the subdomain’s settings. Likewise, if you assign a policy to the client in the settings area for the subdomain, it will be reflected in the interface of the Terms & Conditions management area of your LMS. Press Save Changes once finished.

Upon assigning Terms & Conditions to a subdomain, all users in that subdomain must accept the Terms & Conditions upon their next log into the platform.

Viewing and Managing All Terms & Conditions

To view and manage all of the Terms & Conditions that you’ve created, access your Admin Menu, then press the Terms & Conditions item in the Settings section. Here, you will see a list of all of the content that you’ve created and you can manage them as necessary.

In each Terms & Conditions’ row, you will see the name, ID code, to which multidomain clients it is assigned, the date of the last update to the content, and the version of the content. Hover your mouse over the each row in the list to make the ellipsis icon appear, then press the item to Edit or Delete the Terms & Conditions.

terms & conditions view all

Any time that you edit existing Terms & Conditions, keep in mind that a new version is created when you edit field or content anything other than title. If you update only the title of the Terms & Conditions, a new version is not created since that field is only visible to you as the Superadmin. Any other edit to any other field will automatically create a new version, and assigned users will have to accept the new version before accessing their platforms again. Learn more about creating Terms & Conditions versions from the corresponding section in this article.

When you delete an existing Terms & Conditions, the tracking history is deleted along with it, so you will not be able to access any history regarding the Terms & Conditions from Terms & Conditions reports. If you delete a Terms & Conditions that is assigned to one or more multidomain clients, all of those clients will then be assigned to your platform’s default Terms & Conditions, and the users of those subdomains will be asked to accept the default Terms & Conditions upon their next login. You can also re-assign these clients to a new Terms & Conditions.

Managing the Default Terms & Conditions

By default, your platform has a blank default Terms & Conditions that is pre-created for you. This default Terms & Conditions cannot be deleted. There is no content in the policy itself at first, so you need to edit it to populate content.

To edit the default content for the first time, access the Terms & Conditions management area from the Admin Menu, find the default policy in the list (it will be labeled accordingly), then press the ellipsis icon at the end of the policy’s row. Refer to the section below to learn about creating and managing the content of Terms & Conditions, as the process of editing the content of a policy is the same for all Terms & Conditions, including the default Terms & Conditions.

terms & conditions manage

Every time you update the content of Terms & Conditions, a new version is created, so all users assigned to the default one will have to re-accept the Terms & Conditions. Refer to the section below regarding how to manage versions of your content.

By default, all users in all domains are assigned to the default Terms & Conditions until you assign a new one to a client. You cannot assign clients to the default one, nor can you set a new one that you create as the default Terms & Conditions. If you delete Terms & Conditions that have subdomains assigned to them, those subdomains will then be assigned to the default Terms & Conditions until you assign them to a new one.

Creating Terms & Conditions and Managing the Content

To create new Terms & Conditions, access the Admin Menu, then select the Terms & Conditions item in the Settings section. On the main Terms & Conditions page, press the plus button in the right corner. In the slideout panel, you need to first create the Terms & Conditions in your platform’s default language. Provide a title and a title message (this is the acceptance message that your users will see). Then, press Create & Edit at the bottom of the panel.

On the next page, there are three tabs at the top: Settings, Preview and Versioning. When you first draft your Terms & Conditions, all of your work will be done in the Settings tab. Find any later versions that you create in the Versioning tab. If you want to preview how your content will look for learners before saving it as a new version, you can switch to the Preview tab at any time before pressing Save Changes.

terms & conditions create

In the Settings tab, begin in the Terms & Conditions Content section. You need to create the Terms & Conditions in your platform’s default language. Provide a policy title, a title message (this is the acceptance message that your users will see), and the text body.

In the text body, you can format and stylize the text as desired. Additionally, you can add PDF files into the body of the text by pressing the Attach Files button in the text formatting bar. Note that your LMS does not track whether learners click on the link to the file or download the file, but the Versioning functionality in your platform ensures that the version of the file that is served to the end user is always the right historical one.

Once you’ve completed all of the required fields, you can press Save Changes to publish this version of the Terms & Conditions for your users.

Creating Terms & Conditions in Multiple Languages

When creating or updating Terms & Conditions, you can create the same version of the content in multiple languages using the multi-language selector tool. Refer to this article to learn how to use this tool.

Please note that when you’re creating or editing content in the platform’s default language, the default language fields are mandatory. However, when adding content in a language that is not the default language, the fields are not mandatory. Therefore, if you do not populate a field in one of the additional languages, that field will appear to users in the default language instead of appearing blank.

Terms & Conditions Multiple Languages

For example, if your default language is English, you must fill out every field of the Terms & Conditions in English. If you then create content of the same version in French but you do not fill out the acceptance message, learners with their platforms set in French will see the acceptance message of their Terms & Conditions in English.

Any time that any field of the Terms & Conditions is updated in any language, a new version is created. Versioning for Terms & Conditions is at a global language level, not localized to individual languages. Therefore, you cannot have Terms & Conditions with 3 versions in English and 7 versions in French.

Once you update any fields and press Save Changes, a new version is created for all languages. Therefore, when you are updating Terms & Conditions, be sure to update it in all necessary languages before pressing Save Changes. Refer to the section below to learn more about versioning.

Updating Terms & Conditions and Managing Versions

Once you’ve created Terms & Conditions, any of the fields can be updated, which will automatically create a new version of the content. All versions can be found in the Versioning tab. Any time a new version is created and published, all users must re-accept the Terms & Conditions upon the next log into the platform.

Versions are at global language level. If you update a policy in any language, a new version is created for all languages. Users will have to re-accept the policy, regardless of their platform language. Therefore, if you’re managing a policy that is published in multiple languages, you should update any necessary fields in ALL languages before pressing Save Changes and creating a new version.

Terms & Conditions Versions

In the Versioning tab when editing a policy, use the sliding bar in the area at the top of the page to see all of the available versions and switch between which version you want to view. For each currently viewed version, you will see the version name, who published that version and the date and time of publication.

Below, you will see the full Terms & Conditions version, including all acceptance messages, title, and text. To change in which language you’re viewing the version, use the Language dropdown menu in the top right corner of the policy.

Assigning and Unassigning Terms & Conditions to Subdomains

You can assign Terms & Conditions to specific subdomains, meaning that one domain can have a different Terms & Conditions than a different domain. This is useful if your subdomains are populated by branches that are divided by users in different offices, countries, regions, etc. and therefore need to agree to different Terms & Conditions in order to use the platform.

After you’ve created Terms & Conditions, find them in the list on the main Terms & Conditions Management page. In the Multidomain Clients column for each policy, you will see how many domains have been assigned to those Terms & Conditions. Press the item in that column to manage which clients are assigned to that policy. Please remember that you cannot assign any clients to the default Terms & Conditions, as this serves as the fallback content in case any clients are not assigned to specific Terms & Conditions.

When you press the icon in the Multidomain Clients row of the policy, you will be redirected to the Assigned To tab of the Terms & Conditions edit area. You can also access this area by pressing the ellipsis icon in a Terms & Conditions row, then pressing the Edit item from the dropdown menu.

terms & conditions assign domains

In the Assigned To tab, press the global plus button in the top right corner to assign domains to the Terms & Conditions. In the slideout panel, flag the clients that you want to assign to this Terms & Conditions. By assigning these clients to this content, all users in these subdomains must accept these Terms & Conditions upon their next log into the platform.

Refer to the Assigned Terms & Conditions column in the panel to see which content is currently assigned to a specific client. By assigning new Terms & Conditions to the client, users in that subdomain will have to accept the newly assigned Terms & Conditions before accessing their platforms. Once you’ve selected the clients, press Confirm.

To unassign subdomains from content, access the Assigned To tab for the policy and press the global plus icon in the top right corner. In the slideout panel, unflag the clients that you want to unassign from the content. Alternatively, you can flag the subdomains in the list in the content’s Assigned To tab, then press the ellipsis icon at the bottom of the page, and select the option to unassign those domains from the Terms & Conditions.

Please note that upon saving these changes, these clients will be assigned to the default Terms & Conditions until you manually assign them to a new one. Remember that even if you change the Terms & Conditions assignment for a subdomain, all data for a user’s Terms & Conditions interactions will be tracked by the LMS and can be viewed in the Reports area.

Terms & Conditions for Learners

Once Terms & Conditions are published, all assigned users will have to accept all mandatory acceptance messages upon logging in or registering into the platform on the corresponding forms on the login page. The platform will not be accessible to a user that has not accepted all mandatory acceptance messages or sub-policy messages.

This applies to the first publication of the first version of Terms & Conditions, and any publication of a new version of the Terms & Conditions in any language. This also applies if a subdomain has been assigned to new Terms & Conditions, or if a user has moved between branches that are assigned to different Terms & Conditions.

terms & conditions learners

Once logged in, users can see more details related to their Terms & Conditions and acceptance from their profile area. Press the menu icon in the top left corner of the page, then press the edit icon (pen button) in the slideout panel.

On the profile page, press the arrow icon in the Terms & Conditions section to refer to the Terms & Conditions to which you have agreed in order to access and use your platform. You can flag or unflag any previously selected agreement statements, then press Save Changes. Please note that by unchecking the mandatory Terms & Conditions settings (marked with an asterisk), you will not be able to access and use your LMS again. Agreeing to the mandatory Terms & Conditions is required to complete your registration and use your platform. To view the Terms & Conditions again, press the View Terms & Conditions button.

Please Note: If users are assigned to multiple subdomains, they will have to accept the Terms & Conditions of each subdomain before accessing that subdomain. This is necessary also if the Terms & Conditions for each subdomain are the same. As a Superadmin, you will have to accept every Terms & Conditions assigned to each Multidomain client, including the default policy, before accessing any subdomain.

Note on the Text Editor

Please note the the text editor embedded in the platform is Froala, refer to the Froala Knowledge Base for further information on its usage. Also remind that the rendering of the output of WYSIWYG editors may be slightly different from the input, depending on the CSS rules applied.