Agreements and operating rules
Keep the right access rules and dated commercial terms visible before the field day.
An access is the stable operational crossing used to reach a beat. An agreement is the dated commercial relationship that can apply to that crossing. Keeping them separate lets the lodge change terms without losing the operational path or rewriting historical field usage.
What the team needs to know
Accesses & Landowners makes the rules around a crossing understandable:
- access status, direction, gate or key instructions, and relevant logistics;
- which access steps a beat requires for entry, exit, or both;
- restrictions, eligibility, and operating conditions that affect whether the crossing can be used; and
- the dated agreement and fee rule that may apply on the day of real usage.
Settlement terms belong to the agreement
For usage-priced rules, Operations chooses the settlement mode on each agreement. The choice is not an owner-wide setting.
| Settlement mode | Agreement setup |
|---|---|
| Owner balance | Trailhead accumulates usage charges in a bill for that agreement. Choose a weekly, every-two-weeks, monthly, or manual payment cadence. |
| Guide pays at access | The primary guide receives the field-payment expectation and preparation reminder. There is no Owner balance cadence. |
Charge basis and payment cadence answer different questions. Charge basis says whether usage is charged per crossing, day, or Program. Payment cadence says when Finance should act on the accumulating bill for that agreement.
Season-amount agreements follow a separate setup path. They do not expose a usage settlement mode or payment cadence. Only season-amount agreements expose first and optional second payment dates, and at least one payment date is required for the agreement to be ready.
The boundary before a Program
Fishing decides how to deliver a Program. It checks access rules as part of practical planning but does not create the agreement or decide its terms. Field Knowledge can provide a tactical beat watchout, but it does not own owner identity, commercial notes, or fees.
| Record | Owner |
|---|---|
| Daily Program and its planned beat or access context | Fishing |
| Curated beat detail and seasonal decision context | Field Knowledge |
| Crossing instructions, agreement, and operating rule | Accesses & Landowners |
Keep historical terms honest
When terms change, future use should follow the new effective period while the lodge preserves the context that applied to earlier real crossings. That makes owner responsibility and later settlement traceable without asking the field team to reconstruct past terms from memory.