Contracts

Introduction

The OfficeRnD Contracts module allows you to create Memberships, License Agreements, Lease Agreements, and Quotes to manage your Members in a more structured way. The article below applies mostly to the 4 default contract types. However, you are free to modify them or create new ones.

What You'll Need

• Set Up Billing Plans
• Space Management Basics

How It Works

• Contract lifecycle
• Agreement types
• Contract fields

Contract Lifecycle

There are two ways the contract lifecycle can go:

• Manually

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

• Through eSign

1. Create a new contract.
2. (Optional) Send the contract for e-signature.
3. (Optional) Contract is being signed by both the member and admin.
4. Memberships, fees, and assignments are automatically generated in the company/member profile.
5. Copy of the signed contract is automatically added to OfficeRnD.
6. Or cancel the contract if the member won't sign it.

More on eSign and how it works here.

Agreement Types

• Membership Agreement
• License Agreement
• Lease Agreement
• Quote
• Custom Contract Types

Learn more about the different agreement types.

Contract Fields

The most important fields when it comes to a contract are:

Company Information

• Company and Member - Choose the company and the person who has the legal authority to sign the contract.
• Deposit held- The field shows you the total deposit you are holding for that client. The field is helpful when creating a Renewal contract. If the deposit remains the same, it might be best to hold the same deposit instead of refunding it back 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 they can be edited prior to contract creation.

Duration

• 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 that can be configured from Settings/Platform/Contracts.

• Start/End Date - dates that denote the period during which the client will use the provided offices and services. All sub-periods outlined by step deals should be encompassed by this period. 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 have to be renewed but it 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 reach out to before their contract ends.

   

   

   

Items

The Items section lets you 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:

• • Office - the Private Office resource the member will be occupying. 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 - the number of desks available in this office. Only available for resources with a Size parameter.

  • Deposit -  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 target plan of the office 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 - the price of the office within the step period.

    • Select Discount - select a discount to decrease the default price of the plan for the duration of the contract. The selected discount is displayed on the monthly invoices.

For other contract types, the Items section lets you add

• Recurring Plans usually describe services 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 - Those are one-off fees.
• Addendum - additional ad-hoc terms and conditions described at the end of the contract under the general terms and conditions.

What To Do Next?

• Learn more about Contract Stages.