In this article, you will learn how to handle pending contracts for underage members.
- What does “confirmation pending” mean?
- Why is approval required for minors?
- How to avoid the pending approval
- Steps to confirm approval
Fast lane
Follow these steps to approve a underage member's contract:
- Navigate the member's overview and go to the contract details.
- Identify the “confirmation pending” note under the contract.
- Contact the legal representative for confirmation.
- Complete the approval process in the system and confirm the agreement.
What does “confirmation pending” mean?
The “confirmation pending" note indicates that the contract is awaiting confirmation. This is a mandatory step for contracts involving underage members to ensure the legal representative approves the agreement.
Why is approval required for minors?
As soon as the member is under 18 years old, they are considered underage member, meaning a minor. According to our policies, any contract involving a minor must be confirmed by a responsible adult. This step is necessary to ensure legal compliance and to protect the interests of the minor.
How to avoid the pending approval
You have two options to avoid the pending status of those contracts:
1. Go to Settings / Membership signing / Membership signing settings / Sales Tool General settings and check the boxes for the legal representative. In this way, you ensure that by contract conclusion the legal representative is present and can sign the contract for the underage member directly. Without the presence of a legal presentative, the contract cannot be concluded.
2. Go to Settings / Membership signing / Membership signing settings / Check before contract signing and set the minimum age for members accordingly for online contracts. With this setting, minors are not able to conclude a contract online.
Steps to confirm approval
To complete the approval process for a minor member's contract, follow these steps:
- Go to the contract details of the minor member in your system.
- Locate the “confirmation pending” note under the contract.
- Reach out to the legal representative (parent or guardian) to obtain their confirmation. The best option is to email or send them a letter with a document attached for them to sign so they can send it back or have the member bring it on their next visit.
- Once you have received the confirmation, upload the document in the member's profile (Members profile / Management / Documents / Upload document).
- Go back to the member's overview to the contract details. Confirm the agreement in the contract section and activate the contract.