Manage policy versions and re-consent

This guide shows you how to create a new version of a policy your members agree to — like your privacy policy, a waiver, or your membership terms — publish it, decide whether members must re-accept it, and follow up on anyone who hasn’t.

Who can do this: Admins who can manage policies. Creating a draft and publishing a version each need a policy permission; following up on re-consent needs permission to view and record member consent.

Before you start

Policies live in Settings > Policies (you can also search “policy” from the settings search).
A published version is permanent — you can’t edit it. To change a published policy, you publish a new version instead.
Publishing a new version automatically supersedes the current version of the same policy — for the same scope. The old version is kept for your records.
Waivers and membership terms can apply to your whole org or to a single membership level. Every other policy type applies org-wide.

Steps

Create a draft version

Go to Settings > Policies.
Select New version.
Choose the Policy type — for example, Privacy policy or Email marketing consent. You can’t change the type after you create the draft.
Enter a Version number — a short label like “3.0”.
Write the policy text in Policy body. You can add basic formatting like headings and lists (Markdown).
Set Effective from — an informational date recording when this version is meant to apply. It does not delay activation; the version becomes current the moment you publish it, and the previous version is superseded then.
Leave Jurisdiction on US (the default) unless your org publishes region-specific policy text — non-US options need an extra permission (see “If something goes wrong”).
Select Save draft.

Your draft appears in the list with a Draft badge. You can reopen and edit a draft any time before you publish it.

Scope a waiver or membership terms to a level

Use this when you want one membership level to have its own waiver or terms, separate from your organization-wide default. The Level scope selector is available for the Waiver and Membership terms policy types only — for every other type it stays locked on Org default (all levels).

Start a New version and set Policy type to Waiver or Membership terms.
In Level scope, choose where this version applies:
- Org default (all levels) — applies to every member whose level doesn’t have its own version.
- A specific level — applies only to that level’s members. For those members, it takes precedence over your org default.
Fill in the Version number, Policy body, and Effective from as usual.
Select Save draft.
Publish the draft the same way as any other version (see Publish the version and choose re-consent below). When you publish a level-scoped version, the publish dialog names the level and confirms that your org-default version stays in place for all other levels.

A level-scoped version and your org default can both be current at the same time — each shows its own “Current” badge and its own scope label in the list. You can reuse the same version number under a different scope (for example, a “1.0” for the org default and a “1.0” for one level).

The level scope is set when you create the draft and can’t be changed afterward. To move a policy to a different level, create a new version under the scope you want.

Publishing can’t be undone, and your re-consent choice is permanent. Require re-consent shows affected members a persistent banner until they accept; choose Notify only to inform them by email instead. To change anything later, publish a new version.

In the policy list, find your draft and select Publish.
In the publish dialog, choose how members handle the change:
- Require re-consent — members must review and accept the new version before they continue. They’ll see a re-consent banner the next time they visit the portal. For a level-scoped version, this affects only that level’s members.
- Notify only — members are told by email that the policy changed, but they don’t have to accept it. There’s no in-app banner.
Select Publish version.

The version becomes the current published version for its scope, and the previous version of that same scope moves to Superseded. A level publish leaves your org-default version untouched.

Follow up on members who haven’t re-consented

These steps apply only to a version you published with Require re-consent.

In the policy list, on the published version, select Who hasn’t re-consented?.
Review the list. Each row shows why the member is outstanding — either they’ve never consented or they’re still on an earlier version — and how many days it’s been since you published.
To record a member’s acceptance yourself (for example, after they confirm by phone), select Record acceptance on behalf on their row.
Confirm in the dialog.

Verify

You’ll know it worked when the published version shows a “Current” badge in the list and the previous version of the same scope shows as Superseded. A level-scoped version shows its level name as its scope label, and your org-default version keeps its own “Current” badge for every other level. For a Require re-consent publish, affected members see the re-consent banner in their portal until they accept. When no one is outstanding, the Who hasn’t re-consented? list shows “Everyone’s re-consented.”

If something goes wrong

“Version 3.0 already exists for this policy” — each version number must be unique for that policy type and scope. Choose a different number, or reuse it under a different scope.
The Level scope selector is locked on “Org default” — level scoping applies to waivers and membership terms only. Every other policy type applies to your whole org.
“That version can’t be published — refresh and try again” — the version was already published or superseded, perhaps by another admin. Refresh the list.
Setting a non-US jurisdiction is blocked — jurisdiction-specific policy text needs an extra permission. Contact your account owner.
“This version was just published — it can’t be edited” — another admin published this draft while you had it open. Published versions are permanent, so create a new version to make your change.