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 example - ‘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.
To see a video tutorial on compiling and sending a contract, please click here and watch from 01:28 - 04:39.