In MICE, you can easily add (multiple) general terms and conditions used for quotes and the request for proposal tool. It is not possible to add default attachments to messages; we explain why in this article and offer a suggestion.
Upload terms and conditions
Terms and conditions can be uploaded via setup > settings > company details > languages.
Always make sure you have the most recent version of your general terms and conditions uploaded.
Using MICE Pro? You can upload general terms and conditions for each language.
Next to the desired language, click on the pencil icon to add a file with your terms and conditions for that specific language.
Click on 'add file', select the file with terms and conditions, and make sure to save the changes.
Terms and conditions in quote emails and client environment
The terms and conditions are automatically added to a quote message. The file is added as an attachment to the email. This ensures that you always provide the most recent version.
In the client environment, the general terms and conditions are visible and can be downloaded under the “agreements” tab.
Several different terms and conditions for quotes?
Are your general terms and conditions linked to the type of event being organised? Then it is advisable to create a quote template for each type of event and add an extra tab in which you place the general conditions.
Terms and conditions in the request widget and upon signing a quote
Agreement to the terms and conditions in the request widget
In the last step of the request for proposal tool, clients must accept your terms and conditions before the request can be submitted.
A selection field is added to the last step, which must be ticked to agree to the terms and conditions. A hyperlink to the terms and conditions has been added to the text, which can be clicked on if desired.
Agreement to terms and conditions when signing a quote (agreement)
A client must also accept your terms and conditions before the quote can be signed.
A selection field has been added below the signature field, which the client must tick before the quote can be signed. A hyperlink to your terms and conditions has been added to the text, which can be clicked on if necessary.
Default attachments possible?
To ensure the highest possible delivery rate of messages, (automatic) messages cannot include default attachments. Attachments increase the risk of emails being marked as spam or not being delivered in full, especially when sent to mail servers with strict security settings (such as those used by government agencies, law firms, banks, et cetera). This effect becomes more significant when the same attachment is sent repeatedly.
Add links rather than attachments to your messages
Add links to your message instead of attachments. To do this, select the text and click the link icon, then enter the URL.
An email containing a link is less likely to be marked as spam than one with (default) attachments.
A link to a document
You can put a document online, for example, by placing it on your website domain or by sharing it publicly in, for example, Google drive.
Learn more about sharing files from Google Drive
A link to a page on your website
For information such as a route description it is advisable to put this on your website and to put a link to the correct page in the (automatic) message. This way, information stays up-to-date by editing it on your page.
Maximum attachment file size limit
Do you still want to add an attachment? There is a limit of about 20mb of attachments.