Within a Booking/Enquiry - Compiling and Sending a Contract

To begin working on a contract, you will need to head to the Contract tab in the booking or enquiry. The client and booking details will be automatically added to the contract already as well as the header, footer and any ‘Contract Sections’ (in this case ‘Room Hire’).

Click on ‘Edit Contract’ to make any changes.

  

Once ‘Edit Contract’ is clicked, you are then able to add the clients' address as well as personalise/manually edit the body of the contract. You can also manually edit the header and footer or to use the default template as created in the Venue or Venue Group Level Settings, by clicking on ‘Fill in from Settings’.

  

To customise the different sections of the contract, click on ‘Add Custom Section’ in the top right-hand corner. Once this is pressed a new blank section of the contract will appear at the bottom of the contract. You can then add in both a section title and the individual section details below this. To choose one of your preloaded sections from your settings(such as Room Hire in this example), Select ‘Import Section’ at the top right of the page and choose from a drop-down of your different selection. You can add as many sections as you want using a mixture of custom and imported and to delete, simply click the ‘Delete Section’ button. Once happy with the changes made, click on Done > Save

  

  

Also contained within the contract will be any additional details, booking set up requirements, pre-orders, payments and any minimum spends added.


Signing a Contract

Both the Collins user and customer can e-sign a contract within Collins. To e-sign as a Collins user, select the dropdown list under ‘More’ and select ‘Sign Contract’.


Once clicked you will be able to enter your name to be printed onto the Contract. Once signed, the date and time will also be recorded and printed onto the contract.


See below how this appears on the contract. If you need to resign, you will be given a warning that once done, you may need to resend to the customer.

You can copy and paste the e-sign link at the top of the Contract tab into an email for the customer to sign. Simply copy, head to the Messages tab, compose and paste into the message box. See this guide to learn how to hyperlink the e-sign link into your email.

**Make sure to SAVE the contract before emailing out the link.** 

  


When the customer opens the link, they will see the below. The customer can read and check the contract before signing at the bottom.

  

  Once signed, the customer can download the contract immediately.

They will also be emailed a copy.

You’ll receive a notification under the Contract Signed section of your notification centre. There will also be a green tick next to the Contract tab of the enquiry. This will disappear once the notification has been cleared. You’ll also see the date and time the contract was signed in blue at the top of the Contract tab.

  
  


Sending or Printing a Contract  

Once a contract is completed, it can be printed by clicking on the Print button, downloaded straight to the device you are using as a PDF document by clicking ‘Download’ or attached to an email by selecting ‘Attach to Email’. When attaching to an email it will take you straight through to the messages section in Collins with the Contract already attached as a PDF document.  

  

Please see an example of a contract below.



Enquiries Page FAQs

  1. Collins Dashboard - Overview
  2. Collins Dashboard - Internal team notifications
  3. Enquiries Page - Sorting enquiries & bookings
  4. Enquiries Page - Enquiry List
  5. Enquiries Page - Booking Status Explained
  6. Enquiries Page - What does it mean to 'Take' an enquiry?
  7. Enquiries Page - How do I manually add a new enquiry?
  8. Enquiries Page - Assigned to me/Assigned to anyone
  9. Enquiries Page - Search Bar
  10. Enquiries Page - Filtering enquiries & bookings
  11. Enquiries Page - Downloading Large Enquiry Data Downloads
  12. Enquiries Page - CSV Download
  13. Enquiries Page - What is the 'Download' button for?
  14. Enquiries Page - Finding out which bookings were a 'No Show'
  15. Enquiries Page - Find a current booking/enquiry
  16. Enquiries Page - Find a colleague's 'In Progress' enquiries
  17. Enquiries Page - Notification Centre Explained
  18. Enquiries Page - Keeping your Notification Centre up to date
  19. Enquiries Page - Email bounced notification
  20. Enquiries Page - Where do I see any 'Special Requests' a customer made when making an auto-confirm booking?
  21. Enquiries Page - How can I see my Confirmed bookings?
  22. Enquiries Page - Sent Messages
  23. Enquiries Page - Change History
  24. Within a Booking/Enquiry - Customer Details
  25. Within a Booking/Enquiry - Why can’t I save this booking?
  26. Within a Booking/Enquiry - Can I manually enter a booking in 1 minute intervals? I.e. 19:04
  27. Within a Booking/Enquiry - Why can I only see the booking details and not the customer details for this booking?
  28. Within a Booking/Enquiry - Marking enquires as over the phone/from email/from a third party
  29. Within a Booking/Enquiry - Tag a booking with a Source (3rd Party, Over The Phone, From Email etc...)
  30. Within a Booking/Enquiry - Booking Details
  31. Within a Booking/Enquiry - Default Duration
  32. Within a Booking/Enquiry - Booking Prompts
  33. Within a Booking/Enquiry - Additional Details
  34. Within a Booking/Enquiry - Commission Box
  35. Within a Booking/Enquiry - Set Up Requirements
  36. Within a Booking/Enquiry - Assign to Areas
  37. Within a Booking/Enquiry - Area Search/Smart Space Finder
  38. Within a Booking/Enquiry - Adding internal or run sheet notes to a booking
  39. Within a Booking/Enquiry - Adding packages/pre-orders & minimum spends to a booking
  40. Within a Booking/Enquiry - Allocating a seat number to your customer orders
  41. Within a Booking/Enquiry - 'Other Payment' - Recording payments not made using Collins Pay
  42. Within a Booking/Enquiry - Invoice/VAT Receipt
  43. Within a Booking/Enquiry - Sending emails to your customers
  44. Within a Booking/Enquiry - Sending attachments in emails
  45. Within a Booking/Enquiry - How do I stop the follow-up email being sent to an individual booking
  46. Within a Booking/Enquiry - Remove customer requests from confirmation emails
  47. Within a Booking/Enquiry - Booking History
  48. Within a Booking/Enquiry - Create a run sheet (function sheet) for one booking
  49. Within a Booking/Enquiry - PRINT button (function sheets)
  50. Within a Booking/Enquiry - How do I sort the pre orders on my function sheet by course?
  51. Within a Booking Enquiry - Formatting your Pre-orders on your Function Sheet
  52. Within a Booking/Enquiry - Duplicating/copying a booking
  53. Within a Booking/ Enquiry- Adding Bookings to Multiple Dates
  54. Within a Booking/Enquiry - Sections explained
  55. Within a Booking/Enquiry - Compiling and Sending a Contract
  56. Within a Booking/Enquiry - PRINT Button/Function Sheet (Dietary Requirements and Order Comments)
  57. Within a Booking/Enquiry - The importance of using Labels
  58. Within a Booking/Enquiry - Set yourself a reminder
  59. Within a Booking/Enquiry - Adding an Actual Spend/Guest Amount after the booking has taken place
  60. Within a Booking/Enquiry - Find a Customer
  61. Within a Booking/Enquiry - Customer Profile
  62. Within a Booking/Enquiry - Has the customer signed up to your newsletter?
  63. Within a Booking/Enquiry - How to update a customers marketing permission

Feedback and Knowledge Base