Templates

A contract template is the Microsoft Word document your contracts are generated from. Upload your templates to quickly create and issue contracts for new customers.

​

Create a template

1. Go to the Location settings > Billing > Contracts page.
2. Enable the Contracts switch.
3. In the Templates section, click Create template.

4. Prepare the document: add the placeholders that the system automatically fills in with customer-specific information when you create a contract.
5. Press Upload file to upload your own document, or press the name of a sample template to start from ours. Add its title.

6. Switch to the Preview tab to see exactly how the final contract will look.

7. Press Create.

Once created, you can select the template when creating contracts for your customers.

​

Supported placeholders

Placeholders (variables) are filled in with the contract’s details when you create it. You don’t need to include every placeholder — only add the ones required for your contract and legal needs.

​

Contract dates

• {contract.issueDate} — date the contract is issued
• {contract.startDate} — start date of the contract
• {contract.endDate} — end date of the contract

​

Customer details

• {customer.legalName} — legal business name of the user or company from their billing details. Without one, it shows the company name, or the user’s first and last name.
• {customer.companyTitle} — name of the company the user belongs to, or the company’s own name when the customer is a company. Stays empty for users who aren’t part of a company.
• {customer.businessAddress} — customer’s billing address
• {customer.taxId} — customer’s tax ID

​

Customer signatories

• {customer.signatory.fullName} — full name of the person signing for the customer
• {customer.signatory.email} — signatory’s email address
• {customer.signatory.phoneNumber} — signatory’s phone number
• {customer.signatory.signature} — place for the digital signature
• {customer.signatory.signature_date} — customer’s signature date

If more than one person signs for the customer, number the extra placeholders sequentially:

• Second signatory: ​{customer.signatory2.fullName}, {customer.signatory2.email}, {customer.signatory2.phoneNumber}, {customer.signatory2.signature}, {customer.signatory2.signature_date}
• Third signatory: ​{customer.signatory3.fullName}, {customer.signatory3.email}, {customer.signatory3.phoneNumber}, {customer.signatory3.signature}, {customer.signatory3.signature_date}

​

Location details

• {location.legalName} — location legal business name
• {location.businessAddress} — location billing address
• {location.taxId} — location tax ID

​

Location signatories

• {location.signatory.fullName} — full name of the administrator or owner signing for the location
• {location.signatory.email} — signatory’s email address
• {location.signatory.phoneNumber} — signatory’s phone number
• {location.signatory.signature} — place for the digital signature
• {location.signatory.signature_date} — signature date

If more than one person signs for the location, number the extra placeholders sequentially:

• Second signatory: ​{location.signatory2.fullName}, {location.signatory2.email}, {location.signatory2.phoneNumber}, {location.signatory2.signature}, {location.signatory2.signature_date}

​

Contract items

To list the items (memberships or products) in a contract, put these placeholders between the opening tag {#items} and the closing tag {/items}. Everything between the tags repeats for each item.

• {#items} — opening tag
• {title} — title of the membership, or the resource title followed by the rental plan title, for example Office 101 · Monthly
• {price} — unit price for the membership or resource
• {quantity} — quantity of the membership or resource
• {capacity} — seating capacity of the office, meeting room, or other resource the item is booked from. Stays empty for items that aren’t booked from a resource.
• {minimumTerm} — minimum commitment for this item, for example 12 months. Stays empty for items without one, such as one-time fees.
• {setupFee} — one-time setup fee for this item (setup fee of the membership or rental plan × quantity). It’s charged once, so the totals don’t include it. Stays empty when no setup fee is set.
• {tax} — tax rate for the item: the custom rate of the membership or product when enabled, otherwise the location rate. Stays empty when taxes are disabled for the location.
• {taxAmount} — tax amount for this item, calculated from the undiscounted total at the item’s tax rate. With inclusive taxes, it’s the tax share of the total. With exclusive taxes, it’s added on top. Stays empty when taxes are disabled.
• {total} — total undiscounted price for this item (price × quantity)
• {totalWithTax} — total undiscounted price for this item including its tax amount. With inclusive taxes, it equals {total}.
• {coupon} — discount coupon percentage or amount, if applied. A coupon for a limited number of months lowers the price only for those months, and no placeholder shows how long it applies.
• {discountedTotal} — total price for this item after its coupon is applied. A percentage coupon reduces the total by that percentage, and an amount coupon is subtracted from the total, not from each unit. Equals {total} when the item has no coupon.
• {discountedTotalWithTax} — total price for this item after its coupon is applied, including tax calculated from the discounted total
• {/items} — closing tag

You can list the items in a line or in a table, for example:

• In a line: {#items}{title} - {price} - {quantity}{/items}
• In a table: put the opening tag in the first cell of the row to repeat for each item, and the closing tag in its last cell.

​

Contract totals

To show the totals for all the items in a contract, put these placeholders after the closing tag {/items}, for example in a row below the items table.

• {items.total} — total undiscounted price for all the items
• {items.taxAmount} — tax amount for all the items. Stays empty when taxes are disabled.
• {items.totalWithTax} — total undiscounted price for all the items including tax
• {items.discountedTotal} — total price for all the items after their coupons are applied
• {items.discountedTotalWithTax} — total price for all the items after their coupons are applied, including tax
• {items.setupFee} — total one-time setup fee for all the items. Stays empty when no item has a setup fee.

​

Manage templates

1. Go to the Location settings > Billing > Contracts page.
2. Click the menu (…) button near the necessary template and choose the action:
   • Edit — change the template title, press Download file to get the current document, or replace the document with a new version.
   • Duplicate — create a copy for minor adjustments.
   • Delete — delete the template if it’s no longer needed.