Terms, waivers and cancellation policy
The Policies page holds three editors: the terms customers accept when they book, the waiver each person signs, and the refund rules that apply when they cancel.
Last updated 2 September 2026
Policies sits in the Admin group and holds three cards: Terms & conditions, Waivers and Cancellation & refunds. Each lists your job types on or off, edited one at a time in a panel. All three reach the customer at the last step of the booking flow.
Velobook gives you the mechanism, not the wording. What your terms and waiver should say is a question for your own legal adviser.
Terms and conditions
- Four sets: Hire, Servicing, Tour and Workshop terms. Each takes a heading, the terms text, and optionally a link to the full version on your site. An empty set cannot be switched on
- The customer reads the text in a scrollable box and ticks I have read and accept. Until they do they cannot confirm, and the booking is refused server-side too
- Each set carries a version that bumps when you edit the wording, recorded on the booking, so past acceptances point at the text those customers read
Waivers
- Five waivers: Hire, Servicing, Tour, Workshop and Event. Everyone on the booking ticks their own box against their own name before anyone can confirm
- The Event waiver can also ask for a drawn signature. A tour, workshop or event carrying its own waiver uses that instead of the shop-wide one
- Two can hold up work. Needed before a bike goes out stops a hire being marked picked up or delivered until it is signed; Needed before work starts stops a job moving into the workshop stages. Neither holds up the booking or the money, and nothing blocks a customer collecting their bike
- Staff who hit that block get three ways out: hand the customer the device, send a link to sign on their phone, or go ahead with a reason recorded. The third is not a signature and shows as a handover without a waiver
Counter and kiosk bookings capture no waiver when made, because staff cannot tick for a customer. Use those steps on the booking after.
Cancellation and refunds
- Four policies: Servicing, Hire, Tours and Workshops. Each is a cutoff in hours before the start, plus what is refunded either side of it: a full refund, a refund keeping the deposit, a percentage, or none
- A Deposits are refundable under this policy tick, and an optional note
- The panel previews the sentence customers read. They see it when they book, and again on their manage page before cancelling, by then a real figure. Shown and refunded come from one calculation
The policy reduces or withholds a refund of what the customer paid online. It never charges a cancellation fee, and never stops a cancellation. No refund on a job type you take no money for is wording on the page, nothing more.
See reschedules, cancellations and manage links and deposits and payments at booking.
Where the record lives
- Waiver acceptances read back on the booking: the job card for servicing, the booking detail for hire, tours, workshops and events
- You get who accepted and when, whether the waiver came from Policies or was set on the item, the exact wording one click away, and any signature. The wording is snapshotted at acceptance
- Terms acceptances are stored on the booking as a version and a timestamp, but no screen shows them back to you today