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Contract Overview

Updated

Overview

Contract templates are used to generate a contract for a client to electronically sign online.

Below are the possible ways that a client can receive a contract to sign:

  • Contracts can be created using a contract template in StudioCloud and then emailed or texted to a client to eSign.
  • Contract templates can be associated to a CloudForm. When the client fills out the CloudForm a contract for the client to eSign would automatically be generated and shown to the client based on the information the client entered into the CloudForm.
    • A CloudForm with a contract can be emailed, texted, embedded in a website, added to the Client Portal, or inserted as a link on the website.

How to Create a Contract Template Video

How to Create/Edit Contract Templates

StudioCloud requires that a contract template be created before a contract can be generated. Once a contract template is created a personalized contract can be created for a client.

  1. Click on the Cloud Services component
  2. Click on the CloudForms, CloudBooking, & Contracts tab
  3. Click the Manage Contract Templates button 
    1. Manage_Contract_Templates.png
  4. Click the New Contract Template button or edit an existing Contract Template

How to Forward the Client to a Payment Page after they eSign a Contract

StudioCloud will automatically forward the client to a payment page after they sign a contract if either of the two criteria's are met.

  • The contract is associated with an invoice that has a balance due
  • The contract is associated with an invoice that has a payment due

How to add eContract templates fields to a Contract Template

The Contracts support 3 types of Contract template fields

  • Add Logo or Image
    • This option will add a logo or image to the contract
  • Add Text
    • This option will add text to the contract
  • Add Table
    • This option will add a table made up of 1 or 2 columns to the contract

How to Edit The Contract Template

  1. Edit the Contract Template
  2. Click on the Manage tab
  3. Click on the edit icon next to the 'Text' label to edit the contract text. 
    1. Edit_Contract_Text.png

Here is an Overview of the Contract Fields

  1. Logo
    1. This will insert the logo into the contract
  2. General fields
    1. This will insert the current date and time into the contract
  3. Business Fields
    1. This will insert your business information into the contract
  4. Clients Name, Address, Phone, Fields, Social Media, and Client Custom Fields
    1. This will insert the clients information into the contract
  5. Event Fields
    1. This will insert the address that is associated with the event. The screen shot below shows which information from the event will be inserted into the contract
      2. If a location is scheduled this field will not insert the location's address into the event. Refer to the Scheduled Event Fields below for information on how to do that
    2. This will insert the event information into the contract
    3. Event Address, City, State, and Zip/Postal Code Fields
  6. Scheduled Event Location
    1. This field will insert the names of any scheduled employees into the contract
    1. This field will insert the names of any scheduled locations into the contract
    1. This field will insert the names of any scheduled events into the contract
    1. This field will insert the address of any scheduled location into the contract. The screen shot below shows the scheduled location that will be used to populate this field. The address associated with the scheduled location will be inserted into the contract.

      2. This field will not insert the address associated with the event. Refer to the Event Fields above for information on how to do that
    1. This field will insert the date and time when the event expires which is useful if you want a customer to know how long they have to sign the contract before they lose their scheduled time slot
    2. Event Employee Names
    3. Event Location Names
    4. Event Equipment Names
    5. Event Location Address
    6. Event Expires
  7. Invoice Fields
    1. This will insert invoice information into the contract
  8. Ordered Items Fields
    1. This will insert a table into the contract with the ordered items
  9. Single Payment Due Fields
    1. This will insert information regarding their first payment due into the contract
  10. All Payment Due Fields
    1. This will include a table of the clients payment plans associated with their invoice
  11. Project Fields
    1. This will insert project information into the contract
  12. Order Shipping Fields
    1. This will insert the shipping information associated with the invoice into the contract

How to Email a Contract From the Client Table

  1. Go to the Client Table
  2. Find the desired Client
  3. Click on the Select Actions drop down menu
  4. Click the Email Contract menu option 
    1. email_contacts.png

How to Email a Contract From the Client Window

  1. Create or edit a client
  2. Click the Email menu button
  3. Click the Email Contract menu Item 
    1. Email_Contract_menu_item.png

How to Email a Contract For a Session From The Agenda View

  1. Go to the Agenda View
  2. Find the desired Session or Event
  3. Click on the Select Actions drop down menu
  4. Click the Email Contract menu option 
    1. email_contract_agenda_view.png

How to Email a Contract For a Session Window

  1. Edit the desired Session or Event
  2.  
  3. Click on the Select Actions drop down menu
  4. Click the Email Contract menu option 
    1. email_contract_agenda_view.png

How to Email a Contract from an Invoice, Estimate or Quote window

  1. Create or edit an invoice, estimate, or quote
    1. Click here for a tutorial on how to edit an invoice, estimate, or quote
  2. Click the down arrow next to the Email Invoice button
  3. Click the Email eContract menu option
  4. In the Preview Contract window find the template that you want to use and click the Select eContract Template button
  5. Verify that the information is correct
    1. If you would like to edit the contract refer to the How to edit a contract before it is emailed header below
  6. Click the Save Contract button in the bottom right.
  7. Click the email contract button to email the contract to the client.

How to Edit a Contract Before it is Emailed

A contract can be edited in the preview contract window by doing the following steps.

  1. Click on the Edit tab
  2. Click on the Edit Text component. 
    1. Refer to the image below for the button you would click on.

How to Add a Contract to a CloudForm

To add a contract to be signed by the client after they do fill out the cloudform do the following steps:

  • Create a contract template using the steps above
  • Edit the CloudForm
  • Click on the Settings tab
  • Select the Contract Template under the Contract to eSign Header 
    • esign_contract_after_filling_out_form.png