➤ Product: OfficeRnD Flex
➤ Who: Admins whose role has permissions for Contracts
➤ Where: Admin Portal, under Operations > Contracts
➤ Availability: All plans

When the agreed terms live in a PDF outside Flex, you must create each membership, fee, and resource assignment by hand after the client signs. A contract records the agreed terms in Flex. After the client signs the contract, Flex creates the memberships, fees, and resource assignments for you.

A contract is an agreement between your space and a company. The contract names the member who signs for that company. A contract charges for services through your billing plans. Some contract types also name the office or the desk that the company occupies.

How a contract works

A contract connects 3 things: the parties, the items, and the term. When the contract is signed, Flex turns these 3 things into the records that you use every day.

Part of the contract	What it holds
Parties	The company that the contract is for, and the member who signs for the company. Every contract needs a company.
Items	The billing plans that the contract charges for. A License Agreement or a Lease Agreement can also name a resource, such as a private office or a dedicated desk.
Term	The start date, the end date, and the notice period.

When you create the contract, Flex copies the billing details of the company into the contract. Flex does not update the contract when the billing details of the company change later. When the contract is signed, Flex creates the memberships, the fees, and the resource assignments from the contract items.

Put a contract in place for 1 person

A member who does not belong to a company cannot be on a contract. For a client who is 1 person and wants a contract, create a company with the same name as the member. Then add the member to that company. The member is now a company member, and the contract can name that company. If the client does not need a signed contract, assign a membership to the member directly. A membership does not need a company.

Compare company members and individual members →

Choose a contract type

The parties and the items depend on the contract type. Each contract type gives the contract form different fields and a different template.

Contract type	Use it for
Membership Agreement →	Flexible or month-to-month membership terms. A Membership Agreement does not name a specific office or desk. You can then move the company to a different office without a new contract.
License Agreement →	The use of a specific office or desk for a set term. To change the office, you must end the contract and create a new contract.
Lease Agreement →	A formal lease of a private office or a space, between a landlord and a tenant.
Quote →	One-off fees. A Quote has no end date and no notice period.
Custom contract type →	An agreement type that only your organization uses. You choose the items that the type requires.

If a contract type does not show when you create a contract, the type is possibly turned off in your organization. An admin with the Owner role can turn on contract types under Settings > Operations > Contracts.

Important: the terms in your template must meet the law of your country or region. Ask a lawyer to review each contract type that you use, especially a Lease Agreement.

Move a contract to signature

After you choose a type and create the contract, the contract must be signed before Flex creates any records. If your organization uses contract approval, an approver must approve the contract first. Until then, the contract has the Draft status. Set up contract approval →

An approved contract has the Not Signed status until it is signed. The contract can then go 2 ways: a manual signature or an electronic signature. Both ways end the same way. When the contract is signed, Flex creates the memberships, fees, and resource assignments.

A new contract starts as Draft when contract approval is on, then becomes Not Signed. From Not Signed, either an admin marks the contract as signed after a signature outside Flex (Manually Signed), or the contract goes out for eSignature (Out For Signature) and both sides sign (E-Signed). Both paths end in Signed, and Flex then creates the memberships, fees, and resource assignments. If the company does not sign, an admin cancels the contract, and Flex creates nothing.

Sign a contract manually

Use a manual signature when the client signs outside Flex. For example, the client signs a printed copy.

Create the contract.
Optional: export the contract as a PDF with your template, so the client gets a formatted copy. Customize your document templates →
Optional: send the PDF to the member who signs for the company.
Optional: upload the signed copy to the Attachments section of the company profile, so you keep a record of the signature.
Mark the contract as signed in Flex. Flex then creates the memberships, fees, and resource assignments.

Sign a contract electronically

Use an electronic signature when both sides sign in Flex. Your organization must set up eSignatures before you can send a contract for signature. Set up eSignatures →

Create the contract.
Send the contract for electronic signature.
The member who signs for the company signs the contract. An admin also signs the contract.
Flex creates the memberships, fees, and resource assignments. Flex also saves a copy of the signed contract.

Send a contract for eSign and sign it →

Cancel a contract that the client does not sign

If the client does not sign, cancel the contract. A canceled contract has the Canceled status. Flex does not create memberships, fees, or resource assignments for a canceled contract.

Review a contract

After you create a contract, you can check its progress and its value at any time. Go to Operations > Contracts and click the contract.

The right side of the contract page shows the general information:

The admin who created the contract and the creation date.
Whether the contract renews an earlier contract.
The stage, the status, and the signature status of the contract. See what each stage and status means →
The company and the member that the contract is for.
The term and the notice period.
The contract value.

The contract value is the total of all contract items for the full term, without VAT. Flex prorates the first month and the last month in the contract value. For a contract with the default License Agreement template, the contract value usually matches the Month Total (excluding VAT) in the Payment Schedule of the template.

The left side of the page shows the contract in 2 views. Open the Template View tab to see the contract with your template applied. Open the Grid View tab to see the items, the terms and conditions, and the addenda in 1 list.

Plan for the end of the term

A signed contract runs until its end date, but Flex does not renew a contract automatically. The notice period decides when the contract moves to the Up for renewal stage. Use that stage to find the companies to contact before their contracts end. To continue a contract, create a renewal. Renew a contract →

When a contract expires, Flex keeps the contract PDF in the Attachments section of the profile. The PDF stays there until an admin deletes it.

FAQ

Can I create a contract for a member who is not part of a company?
You cannot create a contract for a member who is not part of a company. Every contract needs a company. Create a company with the same name as the member, and add the member to that company. If the member does not need a signed contract, assign a membership to the member directly.

What does Flex create when a contract is signed?
Flex creates the memberships, fees, and resource assignments from the contract items. With an electronic signature, Flex also saves a copy of the signed contract.

Why does my contract have the Draft status?
A contract has the Draft status because your organization uses contract approval, and an approver has not approved the contract yet. After approval, the contract has the Not Signed status until the client signs.

Can a Membership Agreement include a private office?
A Membership Agreement cannot name a private office, a dedicated desk, or another resource. Of the default contract types, only a License Agreement and a Lease Agreement can include a resource.

Does Flex renew a contract automatically?
Flex does not renew contracts automatically. Flex moves the contract to the Up for renewal stage, so you know which companies to contact. To continue the contract, create a renewal.

What happens to the contract PDF after the contract expires?
The contract PDF stays in the Attachments section of the profile after the contract expires. Flex removes the PDF only when an admin deletes it.

Manage contracts from creation to signature

In this article: