Creating A New Contract
Navigate to the Lead Record for your client
Click on the FILES tab
Select CONTRACT to pull up a list your contract templates
Select the template you wish to send
Pro Tip: While not required for your first contract, setting up Contract Templates now will save you time on all future bookings. [Learn more about creating templates here].
Renaming Your Document
Once your contract is created, rename it immediately to ensure it’s searchable.
Without unique names, your Documents tab will quickly become cluttered and difficult to navigate.
Recommended Format: Include the client’s last name and the event date for easy identification.
Example: "Smith-Jones 031326 - Full Service Contract"
Managing Signers
If your lead record already contains a name and email, the system will automatically add them as a signer in the Who Will Be Signing This Document section.
To add or edit signers:
Click the gold Manage Document Signers button.
Enter the name and email address for each required party.
Important: Every signer must have a unique email address. Shared email addresses are not compatible with multi-party E-signatures.
Primary Signers & Multi-Step Sending
For contracts with multiple signers and required input fields, you must designate a Primary Signer using the radio button next to their name.
How Multi-Step Sending Works:
Step 1: The Primary Signer receives the contract first to fill out all required fields and sign.
Step 2: Once the Primary Signer finishes, the system automatically emails the document to all secondary signers.
Note on Follow-ups: If you send a manual reminder, the system is smart—it will only email the secondary signers if the Primary Signer has already completed their portion.
Countersignatures & Notifications
Finally, verify the Who Will Be Countersigning This Document section to ensure the correct team member is selected.
Default Setting: The system automatically assigns the person who created the contract as the countersigner.
How to Change: Use the dropdown menu to select a different team member if needed.
Important: The designated countersigner is the only person who will receive signature-related email notifications. Switching the countersigner will automatically reroute all future alerts to the new person’s email.
Editing Your Contract
Even if you've started this contract using one of your contract templates, you'll still need to take the time to update the content. Simply click into the document to edit the content as needed.
Previewing Your Contract
Before sending, use the Reconcile feature to ensure all merge fields are accurate.
Spotting Errors: Any fields the system couldn't populate will be highlighted in red.
Fixing Issues: You can manually delete the field, type in new text, or update the information in the Lead Record and refresh.
Recommendation: Always reconcile before sending to ensure your client sees a polished, professional document rather than raw data tags.
Also recommend is that you take the time to Preview and Print (or just view as PDF) to be sure that everything looks just right, and that page breaks are where you want them.
Sending Your Document
Once your contract is ready, click the gold Action (arrow) button in the top right and select Send.
Personalize the Email: Write a custom message or select a saved Email Template to save time.
Final Recipient Check: Click Manage Recipients to do one last double-check of your signers and viewers.
Send: Hit the send button to deliver the document.
Pro Tip: Once your document has been sent, you'll see document history along the right hand column:
Document creation date + user
Emails sent confirmation
Green dot = SENT
Gray dot = not sent, possible email address issues
Red dot = email address issues, confirm for accuracy
Document views
Document actions
Collecting Signatures and Getting Notified
After you’ve sent the document off, the recipient will find a beautifully branded email (with your logo, not ours) in their inbox, along with your custom message and a link to View Document.
When the recipient clicks on the link to view their document, the contract will open in a new tab, where they can review the contract, fill in any requested fields, and ask to show where certain fields still need to be filled out. Once everything is in order, they can electronically sign your contract right on the spot.
Pro Tip: Did you know if you do not have your client's address, you can insert the Address Input Field and once your client fills it in, their lead record will automatically be updated with the new information. Pretty cool, huh?
Completing the Signature Process
Once all clients have signed, the designated counter signer will receive an email and an in-app notification.
To finalize the contract:
Click the link in your email or the in-app notification to open the document viewer.
Scroll to the bottom of the document to add your digital countersignature or gold action arrow to 'Countersign'.
Note on Notifications: Remember that alerts are sent specifically to the person designated as the Countersigner. if you changed this role to another team member, they will receive the signature prompts instead of you.
Troubleshooting Countersignatures
If you are viewing the document but don't see a clickable field at the bottom, follow these steps:
Click the gold Action (arrow) button in the top right.
Select Countersign from the dropdown menu.
This opens the Document Viewer—simply scroll to the bottom to type your signature.
Customizing Signature Text
The text displayed for your countersignature is pulled directly from your Business Name and Personal Account settings.
Note: Beyond updating your account settings, further manual modifications to the countersignature text are not supported.
Once All Parties Have Signed The Contract
Once you've countersigned the contracts / all parties have signed, everyone who has signed will be notified by email and will be provided a link to view and print/save the executed contract.
Within this respective Lead Record in your Lead Manager, the contract status will automatically change to "Accepted" and you'll always be able to find/reference the signed contract there.
Within the Documents tab, this contract will move from the Current tab to the All tab.
Updating Signed Contracts & Addendums
Once a contract has been signed by any party, it becomes a locked record and cannot be edited. If you need to make changes or add an addendum, you must create a new version. This could VOID the original document. See below.
How to Revise a Signed Contract:
Open the original contract and click the gold Action (arrow) button.
Select Create Copy from the menu.
Rename the Document: Clear the word "Copy" and use a clear identifier (e.g., "Smith-Jones - Revised Contract V2").
Edit & Resend: Make your changes, verify your signers, and send the new version for signature. This will VOID the original document.
