Participant subscriptions: legal texts and confirmations

For public purchase of a membership or pass, provide the intended legal texts in the purchase design and determine whether each text requires confirmation. A published text, a logged-in account and a paid period are different pieces of information. This guide shows setup and the limits of evidence for individual purchases, shared carts and administrative assignments.

Prepare texts and purchase design

Under Settings → Legal texts, create or open the texts intended for your memberships. One possible division is a text containing membership conditions and a separate text for other required confirmations.
Maintain the text and confirmation label in the booking languages used and publish the reviewed language versions. A draft is not used for public purchase. General management is explained under Manage legal texts.
Open the plan under Memberships & Passes and check the assigned purchase design under Sales. If no custom design is selected, prepare the default design.
Open this exact design in Design Manager and select Membership catalogue · Buy.
Add a Legal text or Legal texts widget for every intended text. Under Linked legal text, select the appropriate text and enable mandatory confirmation if purchase should be blocked without it.
Check widget visibility for new and already logged-in people. Save the design and open the public purchase link.

Result: The person can read the text and deliberately select its confirmation. A text block containing only a link does not provide this confirmation function. Plan publication validation checks usable legal texts in the organisation’s language; it does not replace checking every language and login variant.

Understand custom subscription texts and older designs

edoobox first uses the visible, linked legal text widgets of the Membership catalogue · Buy subscription purchase template. If these links are absent there, existing legal texts from Booking summary / Complete in the same design may be used as a transitional solution. The selections from both templates are not simply combined.

When you add your first subscription-specific legal text, therefore review all required texts again: texts previously inherited from the booking summary are not automatically included as well. Add the complete desired selection in the subscription purchase template. Link each required text exactly once in that template. Several widgets linked to the same text can create duplicate checkboxes and cause individual purchase rejection despite confirmations being selected. In that case, remove the duplicate link and reopen the purchase.

A mandatory widget without a valid linked text or available published language version can prevent purchase or publication. An optional text without a usable version may instead be omitted. Therefore fully link and publish optional texts too if they should actually be displayed.

Check language versions specifically

For a subscription purchase, the latest published version in the requested active booking language is selected. If absent, a published version in the organisation’s language is used as a fallback. Version numbers are evaluated per language: a newer German version does not automatically turn an existing older French translation into the new French version.

Open the purchase link in every active booking language.
Check the heading, complete text and label next to the checkbox.
When introducing a new version, compare the other languages too and publish their revised versions.
Test access as a new and as a logged-in person if widgets depend on login or other visibility rules.

If a French-speaking customer expects French conditions but sees German, first check the published French text version and purchase design used. A translated button label alone does not translate the legal text.

Confirmation for an individual subscription purchase

The person opens the plan and completes the participant form or logs in through the intended route.
They read the displayed texts and select the required checkboxes. Mandatory confirmations are initially absent and must be given deliberately. This also applies to a public purchase priced at 0.00.
They complete the purchase using the completion action appropriate to the plan and price. For an individual purchase, edoobox checks confirmations again on the server.
Afterwards, they check the membership actually created and any required payment in the customer area. Text confirmation alone does not activate a paid membership without sufficient payment.

For an individual purchase, the submitted version must match the currently selected published text version. If you publish a newer version while a purchase process is open, completion with the older confirmation may be rejected. Reload the purchase, read the texts now displayed and confirm them again.

Login with a password, Magic Login or SAML identifies the person. It does not replace these purchase confirmations. Available access routes are explained under Participant account and login types.

Course and subscription in the shared shopping cart

When a subscription is added from a course booking, the Add to cart action may appear. The checkboxes on the subscription page do not yet represent a completed purchase. Course and subscription items are processed bindingly only at joint completion. Also check the legal texts and confirmations of the course checkout actually used; design is explained under Shopping cart and completion action.

Limitation of current evidence: The shared cart uses central booking completion. In the version examined, the complete subscription legal text evidence stored for individual purchases is not passed to the subscription period in the same way there. Visible subscription checkboxes alone therefore do not establish complete subscription-specific version evidence for a mixed purchase. Check the stored legal text assignments of the course booking and clarify any additionally required subscription evidence with edoobox before using this process.

If you want to use the documented individual subscription purchase, have the plan purchased separately and sufficiently paid. The person can then use their existing subscription when buying a course. Ensure the entry point actually starts an individual purchase rather than continuing an already open shared cart.

New text version and existing memberships

New individual purchases use the published version current at completion. An already successfully completed individual purchase retains its stored text version. Publishing a new version does not replace that earlier content and does not generate a blanket request for all existing members to confirm again.

For an automatic subsequent period, a renewal transaction referring to the previous period is stored. The process does not conduct a new interactive legal text confirmation with the person. A new terms and conditions version and renewal invoice therefore do not prove new active consent. Plan changes can affect the conditions of future subsequent periods; check price, term, benefit, scope and intended notices together. The process is described under Renewal, payment and cancellation.

Working with drafts, publication and earlier text versions is explained under Publish a new version of a legal text.

Administrative assignment and free public purchases

Process	Behaviour and evidence
Public individual purchase for 0.00	The public purchase page continues to use its mandatory confirmations. The free period requires no payment.
Administrative assignment in the customer profile	An authorised admin grants the initial period free of charge. The person does not go through a public checkout or confirm any texts there. No public legal text snapshot is stored for this assignment.
Automatic subsequent period	The renewal refers to the previous period. No new interactive checkbox confirmation takes place.

For an administrative assignment, record the factual reason and organise any necessary agreement or confirmation through the intended process. Do not label an administrative assignment as a public purchase completed by the person. Also check the inherited automatic renewal switch: with an appropriate plan, a free initial period can have a later paid subsequent period. The steps are provided under Manage participant subscriptions.

Which text version is retained for an individual purchase

For a successful public individual purchase, edoobox stores a server-generated record for confirmed texts: text and version reference, mandatory status, confirmation given, title, confirmation label, text content, content hash, language, version number and publication date. An optional text with an unselected checkbox is not recorded as accepted.

The stored publication date is the date the text was published. It is not a separate timestamp for the checkbox confirmation. For this purchase flow, the stored legal text version also has no separate consent IP address. The standard period view shows financial and timing information. To enquire about the stored legal text version, have the person, plan, purchase date, purchase flow and relevant period ready and contact edoobox Support.

Distinguish subscription cancellation, course cancellation and withdrawal

Request	Appropriate process
A time-based membership should no longer renew	Cancel the subscription at the end of its term and check the stored status. In the current customer route, execution may fail; the organiser handles this administratively with a reason.
A personal subscription entitlement should end immediately	An authorised admin uses End immediately. Course benefits already granted and necessary invoice corrections must additionally be checked.
A booked course place should be cancelled	Cancel or withdraw from a booking. The offer’s cancellation conditions control this booking process, rather than generally cancelling the personal subscription.
A request concerns a withdrawal declaration	Use the process intended for the specific request and check its effect. The participant withdrawal function describes offer booking. Its configuration does not create an equivalent subscription withdrawal process.

A cancellation or published legal text does not generate an automatic refund. Check separately whether and by how much you need to correct an invoice or payment. A period stated in the text also does not automatically become a technical subscription cancellation rule.

Check a complete example process

Open a published plan in a private browser window. Check text, language and mandatory confirmation.
Attempt completion without mandatory confirmation. The page must identify the missing text and prevent completion.
Check an allowed individual purchase with confirmation and then the status in the customer area. Use a suitable free example plan if no real payment should arise.
Repeat the check with a profile already logged in. Login must not replace a new purchase confirmation.
Check every active booking language and the joint course/subscription cart separately. If complete subscription evidence is required, record the limitation described above.
After a new text publication, check a fresh entry and an old purchase process that is still open. If a version message appears, the person must reload and confirm the current version.

Example: Annual membership with new conditions

An academy uses German and French. It publishes a revised German version of the membership conditions. New German-language individual purchases use this version; an existing French publication initially remains the French selection. The team therefore also revises and publishes French. Existing memberships and automatically prepared subsequent periods are not treated in the system as new active checkbox confirmation of the changes. For sales, the team checks both language versions in the assigned subscription purchase design and communicates the changes through the intended process.

The relationship to offer cancellation, text versions and further evidence is shown in the overview of legal texts, cancellation and evidence.