Contract Manager - Feature Overview

Tyler Coleman-Latto
Tyler Coleman-Latto
  • Updated

Overview

In this article, we’ll be covering what the Contract Manager is and does, and how it can help you manage your contracts for your customers.

What is the Contract Manager?

The Contract Manager is gaiia’s one-stop shop for contracts (the legal kind that require signatures). It enables you to create rich-text contracts, assign them to accounts, and ensure they are signed prior to activation.

How do I create a Contract?

In order to be able to view the Contracts section within the Documents tab of your customers, make sure the permissions Admin Settings > Permissions > Accounts > Contracts > Toggle View and Edit are enabled. You will also need to review four System Communications: Pending Contract Signature Initial, Pending Contract Signature Reminder, Contract Signed Confirmation, Contract Removed.

Once the permissions are enabled, and you've confirmed the System Templates are accurate, you’ll be able to view the Contracts section within the Documents tab of your customers’ accounts.

Creating a contract is a very simple process! The next step will be creating the template for your contract. This step can be completed by going to the Documents section within the Admin Settings. Click on the Custom Templates tab and then + Create Template. Give it a name, a description, and then click Create.

To learn how to create a Custom Communication, read these articles: Managing Communications

Once the template is created with your contract contents and specifications, the next step will be assigning the contract to a customer’s account.

 

Assigning a Contract

To assign a contract to a customer, you’ll need to head over to their account. From there, click on the Documents tab, then + New Contract. A modal will appear where you can add one, or more, of the contracts you created and select the language you would like them to appear in.

When added, the contract(s) will display within the Contracts section of the Documents tab within the customer’s account, as well as on their Client Portal.

Contract to be signed in gaiia.png

Contract to be signed in the client portal.png

When assigning a contract, gaiia has no filtering between custom contract templates and regular custom communication templates, so make sure you select the right one(s).

 

Signing a Contract

Once a contract is assigned, an email will be sent to the primary contact’s email address saying that a contract needs to be signed. Within this email, the recipient will have the option of a password-less sign-in to their Client Portal where the contract can be reviewed and signed.

Email notification of contract to be signed.png

Once they’re in the Client Portal, right on the overview page, they’ll be able to see that there is a contract that requires their signature. The customer can click Review and Sign Contract to view the contents of the contract and sign it.

The customer will be presented with three ways to sign their contract. They can either Draw their signature, Type their signature, or Upload their signature.

Signing Methods.png

Once they’ve signed the contract, they’ll receive email confirmation that the contract has been signed, and within the Contracts section of their account in gaiia, the contract will now show as signed.

Contract has been signed.pngContract Signed (in gaiia).png

 

What happens if a customer doesn’t sign the contract?

In some cases, a customer may not immediately sign the contract once it’s sent to them. To help with this, gaiia does 3 things:

  1. In the overview section of the customer’s Client Portal, they’ll be able to see that a contract needs to be signed.
  2. After 24 hours from the point of assignment of the contract, a banner will display within the Documents Contracts section of their gaiia account, noting they have not signed the contract.
  3. After 3 days, an automatic reminder will be sent to the customer to remind them to sign the contract.

Points 2 and 3 are configurable by gaiia on a by-request basis.

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