Creating & Managing Agreements

Agreements are the documents people accept in Lumieos — a coach agreement, a code of conduct, a photo release. This guide covers writing them, deciding who has to sign, and revising them safely over time.

Access this from Region Management > Agreements.

Prerequisite: You must be a region administrator. See Permissions for details.

For agreements signed in an external tool such as Smartwaiver or Jotform, see Setting Up External Agreement Integrations instead.

How the pieces fit together

An agreement that has no published version, or no rule requiring it, is never shown to anyone. Both steps are needed.

Step 1 — Create the agreement

On the Agreement Types tab, choose New Agreement.

Save, and the agreement opens for editing so you can write its wording.

Step 2 — Write and publish the wording

Editing an agreement shows a How this agreement is signed section. For an agreement signed in Lumieos, the version list sits below it.

1. Choose New Draft. If something is already published, the draft starts as a copy of it, so a small amendment does not mean retyping the whole document.
2. Write the wording in the editor.
3. Add a Summary of changes — this is kept with the version, so the history explains itself later. It is an internal note for administrators only; people signing the agreement never see it.
4. Choose Save Draft while you work. A draft is not shown to anyone.

Save Draft vs the dialog’s Save. The dialog’s own Save button saves the agreement’s settings, not your draft text — Save Draft is what stores your wording. While the draft editor has unsaved changes, the dialog’s Save is disabled and closing asks for confirmation, so edits can’t be lost by saving or closing at the wrong moment.

5. When it is ready, Publish.

Publishing asks you to confirm, and tells you what will happen — including which version is being archived, and whether everyone will be asked to accept again.

A published version can never be edited. This is deliberate: it is what lets you prove that the person who accepted version 2 accepted exactly the text of version 2. To change published wording, create a new draft and publish it. The old version is archived, not deleted.

Requiring everyone to accept again

While editing a draft you can turn on Require everyone to accept again when this is published. Use this when the change is substantive enough that a previous acceptance no longer stands — new obligations, changed scope. Leave it off for typos and formatting.

Note: An empty version cannot be published. Write the wording first.

Step 3 — Say who has to sign it

Creating an agreement does not ask anyone to complete it. That is set on the Team Agreements tab.

Choose New Requirement, then pick:

• Season — requirements apply to one season at a time.
• Roles — everyone holding one of these roles will be asked to sign.
• Agreements — what those roles must complete.

The form shows you the sentence it is about to enforce before you save.

Example: a Coach Agreement for every coach

1. Create an agreement named Coach Agreement 2026-2027 and publish its wording.
2. On Team Agreements, choose New Requirement.
3. Set the season, choose the Coach role, and choose Coach Agreement 2026-2027.
4. Save.

Every coach on a team in that season is now asked to complete it, and their status appears on the Agreements tab.

To require it of assistant coaches too, add them to the same rule’s roles rather than creating a second rule.

Volunteers work the same way but live elsewhere — see Region Management > Volunteers for volunteer role requirements.

Reusing wording from a previous season

Use the copy action on an agreement to duplicate it. The copy takes the original’s wording as a new draft, along with its instructions and settings. It does not take any completions, and it is never published automatically — so you can amend the wording and publish when you are ready.

This is usually easier than writing next season’s agreement from scratch.

Retiring an agreement

Turn Active off to retire an agreement. A retired agreement:

• is hidden from the agreement list by default — use Show inactive to see it
• is never asked of anyone, even where a rule still names it
• keeps every completion already recorded against it

Retiring is almost always the right choice over deleting. An agreement that has been issued to anyone cannot be deleted at all, because that would take the signed records with it.

Checking how someone signed

On the Agreements tab, the eye action on any row opens its signing record: when it was signed, from what address and device, which version was accepted, and whether the stored record still verifies.

Where something was not recorded, the record says so rather than showing a blank. Agreements completed before Lumieos kept a signing record will say that plainly, and agreements signed through an external tool will note that the signed document is held by that provider.

Frequently asked

Nobody has been asked to complete my new agreement. Check both halves: the agreement needs a published version, and a Team Agreement rule naming a role. The Agreement Types list shows whether anything is published.

Can I fix a typo in a published agreement? Not in place. Create a new draft — it starts as a copy — fix the typo, and publish. Leave require everyone to accept again off for a typo.

What happens to people who already signed when I publish a new version? Nothing, unless you turned on require everyone to accept again. Their acceptance stays attached to the version they actually accepted.