Contract Types & Templates

Table of Contents

OfficeR&D supports 3 default types of agreements:

  • Membership Agreement
  • License Agreement
  • Lease Agreement

To enable or disable any of those types or create a Custom Contract Type in your OfficeR&D organization, navigate to Settings/Platform/Contracts.

Although they share most of the basic properties, there is a major difference that separates them significantly - whether the contract specifies the details of the resource that will be licensed or sub-leased to the member.

Membership Agreement

The Membership Agreement is more popular in the Coworking World and is a way to put a framework and structure around the relationship between you and your members. Usually, the membership agreement specifies the following details about the relationship:

  • Start of the contract.
  • The number of members/seats/memberships.
  • Type of memberships.
  • Applied discounts.
  • General T&Cs, including Termination & Break clauses, and so on.

The Membership Agreement should never specify the exact office or space that is given. We recommend that you specify a language and terms that allow you to move the members around the space without having to sign a new contract. This enables more flexibility around upgrading, changing, and downgrading memberships without breaking the contract terms and conditions. 

License Agreement

On the other hand, the License Agreement is more structured around the exact office that is provided to the customer. Originating from the Serviced Office industry in the United Kingdom, the License Agreement has more strict rules about its structure and data that it holds. The most important bit is that it explicitly states to the office that it is licensing. This means that if the member requires to upgrade and change offices, you will have to terminate the contract and issue a new one for the new office. It is important to note that the licensee is considered a Member of the Space.

Usually, the license agreement specifies the following details:

  • Period and length of the contract.
  • The name, location, and the number of offices.
  • Additional services.
  • Applied discounts.
  • General T&Cs, including Termination & Break clauses, and so on.

Lease Agreement 

While the first two types of contracts are placing the member on the customer side of the contract, the Lease Agreement, also known as a Tenancy or Rental agreement, is usually signed between a Tenant and a Landlord. Broadly put, a lease agreement is a contract between two parties, the lessor, and the lessee.

It is important to note that the Lease agreement usually has more legal consequences. 

IMPORTANT: Please, consult with a lawyer to make sure the type and details of the contract as well as the terms and conditions reflected in the contract as required by law in your country or region.
 

Custom Contract Type

To create a custom contract type, navigate to Settings/Platform/Contracts and find Add Contract Type. When adding a custom contract, you can fill the following fields:

  • Name* - Enter the name of the contract type.
  • Type* - A unique ID for the contract type that the system will use to handle contracts of that type. The field is required but automatically filled as you input a name. The type can be changed manually if needed.
  • Description - Enter a short summary of the contract type and what it is used for.
  • End date required - Choose whether the contract must have an end date, or if it is optional.
  • Notice Period - Choose the default Notice Period of that type of contract.
  • Primary Items - Select the types of resources or plans that must be added to a contract before it can be signed. At least one item of the Primary items list must be selected when creating a contract, or it cannot be signed.
  • Secondary Items - Select the types of resources that can be added to a contract of that type. These types of resources or plans are optional for the contract.
  • Documents - Contracts of this type will have the selected documents appended to them by default. This can be adjusted for individual contracts when raising contracts of this type when creating or editing them.
  • Template - Select the default Contract Template for this contract type.

Templates

OfficeR&D comes with a standard template for every major type of Agreement. Following are some important notes about the templates:

  • Customize - you can fully customize the default templates or contact us at support@officernd.com to help you customize them according to your design;
  • Add New Template - you can easily add more templates, in case:
    • You need a template in different languages.
    • You have different templates for different types of Services you provide.
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