Your terms and conditions library

The terms and conditions your clients agree to when they confirm a booking live in one place in 1pm: the terms library. Write a set of terms once, reuse it across every booking, and let a wedding, a corporate function, and a catering job each carry their own terms if they need to. The exact version a client agrees to is frozen onto their confirmation, so you always have a clean record of precisely what was agreed.

Where the terms library lives

Open the top right menu, choose Account, and find the Terms & conditions card. Click Terms library. You can also reach it from the Tax & invoicing settings page, since terms and invoicing tend to be set up together.

The library lists every set of terms you have created, showing the current version number, when it was last updated, and which one is your default.

Creating a set of terms

1. On the terms library, click New terms.
2. Give it a clear name, for example "Wedding terms" or "Standard hire terms". The name is just for you; clients see the content, not the name.
3. Write your terms in the editor. As you type, the preview on the right shows exactly how the terms will read on the client's confirmation and in the printed copy.
4. Click Create terms.

Terms are written in Markdown, a simple way to format plain text without a fiddly word processor. Use # for a heading, **bold** for bold, and - for a bullet. There is a quick reference in the editor, and the preview updates as you go so you can see the result immediately.

Already have terms in a PDF or Word file?

You do not need to retype or reformat anything. The editor has a Convert with AI panel: copy the prompt it gives you, paste it into ChatGPT, Claude, or any AI tool along with your existing terms document, and paste the Markdown it hands back into the editor. The prompt is written to preserve every clause, number, and heading exactly, so nothing is summarised or dropped. Have a read through the preview afterward to be sure it came across the way you expect.

Versions, and why they matter

Every time you save a change, 1pm records a new version of that terms document. (If you save without actually changing anything, no new version is created.) The editor shows which version you are on.

This matters because editing your terms later never rewrites an agreement someone has already signed. When a client confirms a booking, the exact wording they saw is frozen onto that confirmation. Update your terms next month and every confirmation from last month still shows, and still holds you to, the terms that were live when it was signed. You get to improve your terms over time without ever disturbing the deals already done.

Reading the old versions back

The editor's History tab lists every version you have ever saved, newest first, with the date, who saved it, how long it was, and how many confirmations and terms acceptances are pinned to it. That last count is the useful one: it tells you how many signed documents depend on that exact wording.

Open a row to read the text of that version. Restore brings an old version back by saving it as a new one on top, so the chain only ever grows and anything already signed is untouched.

Versions saved before this existed have no author recorded and show the date on its own. They were never back-filled with a guess.

Keeping a copy of a version

Reading a version on screen is not always enough. Every row on the History tab has a PDF button that downloads that exact version as a document, carrying your logo, your account name, and the date the version was saved. Print it, attach it to an email, drop it into your Files, or file it with your records.

It always renders the saved version, never whatever is sitting in the editor right now, because the copy worth keeping is the one that was actually agreed to. The version number is in the filename, so downloading two of them gives you two clearly different files.

Seeing who agreed to what

The counts on the History tab tell you how many documents hang off each version, but not who, when, or against which booking. That is a separate report: Reports, then Terms history. It lists every agreement to a terms document over a date range, with the version each person agreed to, the time, and the audit detail behind it, covering both signed client confirmations and accepted crew agreement requests. See proving what a client agreed to.

Your default, and terms per booking type

One set of terms is your default. To change which one, open it and choose Set as default, or use Make default from the library list.

You can point an enquiry form at a specific set of terms, so different booking types carry different terms automatically: your wedding enquiry form can use your wedding terms, your corporate form your corporate terms, and so on. Anything without its own terms falls back to your default. You can also override the terms on an individual confirmation when a one-off booking needs something bespoke.

Archiving a set of terms

If you stop using a set of terms, archive it from the library (the archive control asks you to confirm first). Archiving is not deletion:

• Any enquiry form that was using it falls back to your default terms.
• Bookings that were already confirmed keep the exact terms they were signed with, untouched.

That is the whole point of the library. Your terms can evolve, and your signed agreements stay exactly as they were on the day.