Asset Intelligence and Management

Asset Intelligence and Management

[How-to] Sign Terms and Conditions Agreement While Checking-out Items 

Signing the Terms and Conditions Agreement is essential for businesses. It ensures that users are following particular protocols when using business assets. 

EZOfficeInventory has introduced ‘Agreements’ that can be signed during check out.  Businesses can make users and customers sign a set of conditions while checking out items to ensure compliance with regulations during asset usage. 


Here’s how a business can benefit from agreements:

  1. Legal compliance: A user is bound by rules and regulations after they sign the agreement, allowing businesses to ensure they are legally compliant when using the items. For instance, the user is responsible for any damage to the property checked out to them. 
  1. Clarity and understanding: The parties involved i.e., the user and business, are aware of the check out protocols and conditions under which the asset is being checked out. This way, there are no misunderstandings about an asset’s usage which helps reduce the instances of asset misuse. 
  1. Customizability: A business can create custom agreements based on its needs. EZOfficeInventory empowers businesses to design agreements and add terms and conditions of their own choice. 

An agreement is an efficient and formal way for businesses to enhance trust between the parties involved. 

Let’s show you how to use Agreements in EZOfficeInventory:

1. Enable Agreements

For you to sign an agreement, you should enable them from Add-ons. Go to Company Settings & Addons → Agreements → Click on ‘Enable’

2. Create an agreement

To create an agreement, Go to the dashboard → More → Customize → ‘Agreements’. 

You will be redirected to the agreements detail page where you can see the details of all your agreements and make changes to them. To create a new agreement, click on ‘+ Add Agreement’

Here, the system will allow you to enter details of your agreement, including, its name, action, and page layout. 

2.1 Page layout 

You can set the page as per your company format. 

You can define the terms and conditions that you want to be a part of the agreement. To do this, click on ‘Terms and Conditions’ in the title row. You will be taken to the following page, where you can design the template as per your requirements. 

To make the agreement checkbox mandatory across all checkouts, click on ‘Agreement Options’ and tick the ‘Make Mandatory’ checkbox. This way, every time you check out an item, the system will automatically ask you to acknowledge the terms and conditions so they are binding on both the parties. 

Once you are done formatting your agreement, click ‘Create’. 

2.2 Activate, Preview, Edit, Delete and Clone

You can activate an agreement by simply selecting it from the ‘Active’ column. 

You can preview your agreement by going to the agreement details page and clicking on the eye which says ‘Preview’. 

The following image shows a sample agreement. 

You can make edits to your agreement by clicking on the pencil sign, delete the agreement by clicking on the ‘trash can sign’ and clone the agreement using the double window sign. 

3. Checking out item 

While checking out an item you can sign the agreement. To do this, simply click on ‘Proceed To Checkout’

You will be taken to the following window where you can go through your agreement and sign it before checking out an item. 

Once you have read the agreement, click on ‘I agree to the terms and conditions’ and hit ‘Submit’

Here’s a quick view of the checking out process with agreements. 

4. Quick checkouts 

You can also sign an agreement while checking out assets using ‘Quick Checkouts’. Simply draft the agreement and make it mandatory across all checkouts.

Click on Quick Checkout → Add the item, user and location → Process to Checkout → Tick mark ‘I agree to the terms and conditions’ → Submit. 

The following video shows how you can checkout an item with the agreement signed.

Now, you are all ready to check out items using agreements! 

About EZOfficeInventory

EZOfficeInventory is the leading asset management software. It allows you to track, maintain, and report on equipment from anywhere, at any time. We offer a free 15-day trial – no credit card required!