The Contracts module helps manage workspace agreements by clearly outlining responsibilities, terms, and obligations between the workspace provider and members. Implementing contracts simplifies membership processes, ensures legal compliance, and helps prevent misunderstandings.

By the end of this article, you will know how to create, manage, and apply different types of contracts, enhancing clarity and efficiency in workspace management.

Contracts are written agreements that are legally binding. "Contract" and "agreement" are synonyms.

Before you start

Important note before issuing a contract

At least one member must have a status other than "Former." If all company members are marked as "Former," you must manually update their status to "Contact" before issuing a contract. Afterward, you can revert their status to "Auto."

Contract lifecycle

The contract lifecycle can follow two paths: Manual or eSign.

Manual lifecycle:

Create a new contract.
(Optional) Export the contract PDF using your custom template.
(Optional) Send it for signature to the customer.
(Optional) Upload the signed copy as an attachment to the company/member profile.
Mark the contract as Signed, and OfficeRnD will automatically generate memberships, fees, and assignments in the member profile.
Or cancel the contract if the member won't sign it.

eSign lifecycle:

Create a new contract.
(Optional) Send the contract for e-signature.
(Optional) Both the member and admin are signing the contract.
Memberships, fees, and assignments are automatically generated in the company/member profile.
A copy of the signed contract is automatically added to OfficeRnD.
Or cancel the contract if the member won't sign it.

Learn more about eSign and how it works →

Contract types

The following contract types are available:

Each contract type includes different details and has different legal consequences. Learn more about the different contract types →

Note: If any contract type is unavailable in your OfficeRnD organization, go to Settings > Platform > Contracts and select the Contract Types you want to activate.

Create a contract

To create a new contract:

Go to Community > Contracts. Click Add Contract and select the contract type.
Provide the contract details and information on all tabs. Read below for more information about the fields on each tab.

Company Information (tab)

In the Company Information tab, there are three fields:

Company – Choose the company with legal authority to sign the contract.
Member – Choose the person who has the legal authority to sign the contract.
Deposit held – This field shows you the total deposit you hold for that client. It is helpful when creating a Renewal contract. If the deposit remains the same, it might be best to hold it instead of refunding it to the client and collecting it all over again for the renewed contract.

Note: Billing details are not part of the contract. They are used upon contract generation to populate the customer name, address, company, Registration Number, and company address. The Company billing details are used by default but can be edited before contract creation.

Duration (tab)

In the Duration tab, you can find the following fields:

Type (not available for Quote) – The type of the contract. There are 3 available types:
- New – A new contract for the company that is not a continuation or expansion of another one.
- Renewal – A contract that is signed in continuation to one or multiple expiring contracts.
- Expansion – A contract that is signed to expand on the offices and services provided in another signed contract.
Number – A unique identifier, also known as Agreement ID. Its value is generated by a template. To configure it, go to Settings > Platform > Contracts.
Start/End Date – These dates specify the period during which the client will use the provided offices and services. This period should encompass all sub-periods outlined by step deals. The end date is required by default. Also, the Quote does not have an end date.
Notice Period – The length of the notice period in which the member needs to notify you about ceasing usage of the provided services and office spaces. The notice period dictates when the contract status will change to an Up for renewal stage. Notice is not available for Quote.

Note: The system can outline the contracts that must be renewed but won't automatically renew them, even if you leave the Fixed term option empty. This option is mostly useful for reporting purposes, so you can keep track of the companies you need to contact before their contracts end.

Items (tab)

In the Items tab, you can add plans and/or resources. Resources are available only when you create a License or Lease Agreement. They describe all of the offices or other resources that will be leased.

In the Items tab, you can find the following fields:

Office – The Private Office resource that the member will occupy. When you create a new contract, the Office list will display only those offices that are available within the contract period. The field will be named Resources if more than a single type of resource can be added to the contract, or, for example, Dedicated Desk if this is the only resource that can be selected.
Size – Enter the number of desks available in this office. Only available for resources with a Size parameter.
Deposit – Enter a deposit amount to be held for the office. When a deposit amount is configured in a contract, upon its signing, the system will create a refundable one-off fee that should be billed in advance. By default, the deposit amount matches the deposit amount described within the office properties. If you leave the field empty, the system may still add a deposit fee to the customer profile if the office's target plan has a deposit amount.
Steps – A number of periods that define how the office would be priced throughout the contract period. Each step has the following fields:
- Start and End Dates – Start and end dates of the sub-period that would define the step.
- Price – Enter the price of the office within the step period.
- Select Discount – Select a discount to decrease the plan's default price for the duration of the contract. The selected discount is displayed on the monthly invoices.

For other contract types, on the Items tab, you can also find the following fields:

Recurring Plans – Select the services billed on a recurring basis. They are usually included in the agreement. Plans can also be described with step pricing, similar to the stepped deals you can create for office contracts.
One-Off Plans – Select the single fees that are billed once.
Addendum – Add custom terms appended to the agreement. They are located at the end of the contract under the general terms and conditions.

Terms & Conditions (tab)

On the Terms & Conditions tab, you can select the contract terms and add custom terms appended to the agreement.

Learn how to create terms and conditions →

Custom Properties (tab)

On the Custom Properties tab, you can add values to any custom property you have created. You can leave the properties that are not relevant empty.

FAQ: Contracts

What types of contracts can I manage in OfficeRnD?

You can manage Membership Agreements, License Agreements, Lease Agreements, Quotes, and custom contract types.

Can I customize contract types?

Yes, you can activate or deactivate contract types and even create new custom ones under Settings > Platform > Contracts.

Can I export contracts to PDF?

Yes, you can export contracts as PDF files using your own templates. Learn how to review and update the contract templates →

What's the difference between manual and eSign contract lifecycles?

Manual: Contracts are printed, manually signed, and uploaded back into the system.
eSign: Contracts are electronically signed by both parties, with automatic updates in OfficeRnD.

What are contract durations, and why are they important?

Durations define contract terms, including start and end dates, renewal options, and notice periods. This information helps manage resource availability and renewal processes.

How do I specify resources like offices or desks in a contract?

On the Items tab, you can select available offices or resources for Lease or License Agreements. You can specify details such as size, deposit, and pricing.

Can I set different prices during a contract period?

Yes, use "Steps" in the Items tab to set pricing variations during specific sub-periods within the contract.

How do I add custom terms or addenda to contracts?

Add your custom terms in the Addendum field on the Items tab, which will be appended to the general terms at the contract's end.

[Overview] Contracts