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Policies & Terms - Set Up Rental Agreements

8 min read Beginner For Owner Updated about 2 months ago
Quick Answer
Configure policies in Settings. Add cancellation policy, refund policy, weather policy, and rental agreement terms. Policies appear at checkout and in confirmations.

Policies & Terms

Clear policies protect your business and set customer expectations. Configure cancellation rules, rental terms, and required agreements in RecSystems.

Types of Policies

Cancellation Policy

What happens when customers cancel:

  • How far in advance to cancel
  • What refund they receive
  • Any cancellation fees

Refund Policy

How refunds work:

  • When refunds are given
  • Partial vs full refunds
  • Processing time

Weather Policy

What happens with bad weather:

  • Rain/storm procedures
  • Rescheduling options
  • Weather-related cancellations

Rental Agreement

Terms of the rental:

  • Liability acknowledgment
  • Equipment care expectations
  • Rules and restrictions
  • Safety requirements

Setting Up Policies

Cancellation Policy

  1. Go to Settings
  2. Find Cancellation Policy
  3. Enter your policy text
  4. Save

Example:

Free cancellation up to 48 hours before your reservation. Cancellations within 48 hours receive a 50% refund. No-shows are not refunded. All cancellations must be made through your confirmation email or by contacting us directly.

Refund Policy

  1. Go to Settings
  2. Find Refund Policy
  3. Enter details
  4. Save

Example:

Refunds are processed within 5-7 business days to your original payment method. Weather-related cancellations by management receive full refund or rescheduling option.

Weather Policy

  1. Go to Settings
  2. Find Weather Policy
  3. Enter your approach
  4. Save

Example:

In case of severe weather, we may cancel or delay rentals for safety. You'll be notified and offered full refund or rescheduling. Light rain typically doesn't cancel rentals. Weather protection coverage available at booking.

Rental Agreement

Full Rental Terms

Enter comprehensive rental terms:

  1. Go to Settings
  2. Find Rental Details or Rental Agreement
  3. Enter full terms
  4. Save

What to Include

  • Equipment handling rules
  • Safety requirements
  • Age restrictions
  • Liability acknowledgment
  • Prohibited uses
  • Damage responsibility
  • Return requirements

Example Terms

Equipment Care: Renters are responsible for equipment during rental period. Report any damage immediately. Normal wear is expected; excessive damage may result in charges.

Safety: Life jackets must be worn by all passengers under 13. Operator must be 18+ with valid ID. No alcohol while operating.

Return: Equipment must be returned at agreed time and location. Late returns may incur additional charges.

Waivers

Uploading a Waiver

  1. Go to Settings
  2. Find Waiver section
  3. Upload PDF document
  4. Customers must acknowledge

Digital Waivers (Smartwaiver)

For signed digital waivers:

  1. Set up Smartwaiver integration
  2. Connect your templates
  3. Customers sign during checkout

See Digital Waivers for details.

Where Policies Appear

At Checkout

Customers see:

  • Policy summary
  • Required acknowledgment checkbox
  • Link to full terms

In Confirmation Email

Includes:

  • Cancellation policy summary
  • Link to full policies
  • Important reminders

On Booking Site

  • Rental details page
  • Footer links
  • FAQ if configured

Policy Best Practices

Be Clear

  • Use simple language
  • Avoid legal jargon
  • Make expectations obvious
  • Give specific timeframes

Be Fair

  • Balance protection with customer-friendliness
  • Allow reasonable cancellations
  • Consider weather impacts
  • Be consistent

Be Complete

  • Cover likely scenarios
  • Address common questions
  • Include contact information
  • Update as needed

Common Policy Structures

Cancellation Tiers

Flexible:

  • 24+ hours: Full refund
  • Under 24 hours: 50% refund
  • No-show: No refund

Moderate:

  • 7+ days: Full refund
  • 3-7 days: 50% refund
  • Under 3 days: No refund

Strict:

  • 14+ days: 50% refund
  • Under 14 days: No refund

Weather Approaches

Customer-Friendly:

  • Full refund for bad weather
  • Rescheduling at no charge
  • You make the call

Balanced:

  • Severe weather: Full refund
  • Light weather: Goes ahead
  • Customer can buy protection

Disclaimer

Policies are important but not legal advice. Consider consulting an attorney for:

  • Liability waiver language
  • Local legal requirements
  • Insurance implications

Local Laws

Some jurisdictions have rules about:

  • Gift card expiration
  • Cancellation rights
  • Refund requirements

Check local regulations.

Updating Policies

When to Update

  • Seasonally (different terms for peak)
  • After incidents (learned something)
  • Legal changes (new requirements)
  • Business changes (new services)

How to Update

  1. Review current policies
  2. Make changes in Settings
  3. Consider notifying customers
  4. Train staff on changes

Related Articles:

Frequently Asked Questions

How do I set a cancellation policy?
Go to Account → Account Info, find the Cancellation Policy field, and enter your policy text. This appears at checkout and in confirmation emails.
Can I require customers to agree to terms?
Yes, customers must acknowledge policies at checkout. You can also upload a waiver document that requires signing.
Where do policies appear?
Policies display during checkout, in confirmation emails, and on a dedicated rental details page on your booking site.
Can I require digital waivers?
Yes, upload a waiver document or connect Smartwaiver integration for digital liability waiver signing.