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Intune Terms and Conditions: Complete Configuration Guide

Learn how to create and manage terms and conditions policies in Intune to present legal disclaimers and compliance requirements to device users before enrollment.

By Ali Alame•
intuneterms-and-conditionscomplianceenrollmentlegaluser-agreement

Terms and conditions policies in Microsoft Intune allow you to present legal disclaimers and compliance requirements to device users before they enroll devices or access protected resources. This ensures users understand and accept your organization's terms before gaining access.

Understanding Terms and Conditions

Terms and conditions policies in Intune require targeted users to accept your organization's terms in Company Portal before they can enroll devices or access protected resources. These policies help ensure legal compliance and set clear expectations for device usage.

Key Benefits

  • Legal Compliance: Present required legal disclaimers
  • User Agreement: Obtain user acceptance of terms
  • Version Control: Track and manage term versions
  • Acceptance Reporting: Monitor user acceptance
  • Localization: Support multiple languages

For an overview, see Terms and conditions for user access.

Creating Terms and Conditions

Step 1: Access Terms and Conditions

  1. Sign in to the Microsoft Intune admin center
  2. Navigate to Tenant administration > End user experiences > Terms and conditions
  3. Select Create

Step 2: Configure Basics

  1. Name: Enter descriptive name (users don't see this)
  2. Description: Optional description of purpose
  3. Select Next

Step 3: Configure Terms

  1. Title: Display name shown to users in Company Portal
  2. Terms and conditions: Full text of terms users must accept
  3. Summary of terms: Brief explanation of what user is agreeing to

Example Summary: "By enrolling your device, you're agreeing to the terms of use set out by Contoso. Read the terms carefully before proceeding."

  1. Select Next

Step 4: Assign Scope Tags

  1. Select scope tags (optional)
  2. Select Next

Step 5: Assign to Users

Options:

  • Add all users: Assign to all device users
  • Add groups: Assign to specific user groups
  1. Select Next

Step 6: Review and Create

  1. Review summary
  2. Select Create

For step-by-step guidance, see Terms and conditions for user access.

User Experience

In Company Portal

Users see terms and conditions in the Company Portal app:

Display:

  • Title: Shown in bold font
  • Summary: Positioned directly under title
  • Read terms: Button to expand full terms

Acceptance:

  • Users must accept terms to proceed
  • Terms must be read before acceptance
  • Acceptance is tracked and reported

For details, see How it looks to users.

Updating Terms and Conditions

Version Control

When making significant changes:

  1. Edit existing terms and conditions
  2. Adjust content as needed
  3. Select Require users to re-accept, and increment the version number
  4. Review and save

Best Practice: Only increment version for meaningful changes. Don't increment for typo or formatting fixes.

Note: Users only accept updated terms once, even if they have multiple enrolled devices.

For details, see Update terms and conditions.

Acceptance Reporting

Viewing Reports

  1. Navigate to Terms and conditions
  2. Select your terms from the list
  3. Select Acceptance Reporting
  4. Review acceptance details

Report Information

  • User name: User who accepted terms
  • Accepted version: Version that was accepted
  • Accepted time: Date and time of acceptance
  • Accepted latest: Whether user accepted latest version
  • UPN: User principal name

Exporting Reports

  1. Select Export to save reports
  2. Reports can be exported for compliance tracking

Note: Report data updates every 24 hours and can take up to 12 hours to generate. Data can have up to 36 hour latency.

For details, see Monitor acceptance of terms.

Localized Terms

Multiple Policies

Create multiple policies with localized text:

  1. Create separate policy for each language
  2. Use localized text in each policy
  3. Target each policy to appropriate user groups
  4. Users see terms in their language

Use Cases:

  • Multi-language organizations
  • Regional requirements
  • Compliance with local regulations

Microsoft Entra Terms of Use

Alternative Solution

For more control, consider Microsoft Entra Terms of Use:

Additional Capabilities:

  • Multiple localized versions per policy
  • PDF format with branding and images
  • Require users to expand terms
  • Require consent on every device
  • Expire consents
  • Require reacceptance after period
  • Terms for non-enrollment scenarios

Note: If both are configured, users must accept both.

For comparison, see Choosing the right Terms solution for your organization.

Best Practices

1. Clear and Concise

  • Use clear language
  • Avoid legal jargon when possible
  • Keep terms readable
  • Provide summary

2. Version Management

  • Increment version for significant changes
  • Don't increment for minor fixes
  • Document version changes
  • Track acceptance by version

3. Regular Review

  • Review terms periodically
  • Update as needed
  • Ensure compliance
  • Keep current with regulations

4. User Communication

  • Explain terms clearly
  • Provide support contact
  • Answer user questions
  • Document acceptance process

5. Monitor Acceptance

  • Review acceptance reports regularly
  • Track non-acceptance
  • Follow up with users
  • Maintain compliance records

Troubleshooting

Common Issues

  1. Users Not Seeing Terms

    • Verify policy assignment
    • Check user group membership
    • Review Company Portal access
    • Verify policy is active

  2. Acceptance Not Recorded

    • Check report generation time
    • Verify user acceptance
    • Review acceptance reports
    • Check for sync delays

  3. Version Issues

    • Verify version number
    • Check reacceptance requirement
    • Review user notifications
    • Test acceptance flow

Additional Resources

Conclusion

Terms and conditions policies provide essential legal compliance capabilities in Intune. By following these best practices:

✅ Use clear and concise language
✅ Manage versions appropriately
✅ Review terms regularly
✅ Communicate with users
✅ Monitor acceptance regularly

You can ensure users understand and accept your organization's terms before accessing resources, maintaining legal compliance and setting clear expectations.

Remember: Terms and conditions are shown to users in Company Portal. Consider using Microsoft Entra Terms of Use for more advanced features like PDF format, expiration, and per-device consent requirements.