➤ Product: OfficeRnD Flex
➤ Who: Admins whose role has permissions for Contracts
➤ Where: Admin Portal, under Operations > Contracts
➤ Availability: On Start, Grow, and Scale plans
If you misread the labels on a contract, you can miss the time to offer a renewal. Each contract shows 3 labels: a status, a signature status, and a stage. Together, the 3 labels show whether the contract is approved, how it was signed, and where it is in its term.
The status and the signature status change while you get a contract signed. The stage changes during the term of a signed contract.
In this article:
Why a new contract shows Draft
When a contract moves to Up for renewal
Which stage changes Flex does not make for you
What separates a canceled contract from a terminated contract
Not covered here: how a contract gets signed. Manage contracts from creation to signature →
How the 3 labels fit together
Each contract has 1 status, 1 signature status, and 1 stage at a time. Each label answers a different question:
Label | Question it answers | When it changes |
Status | Is the contract approved and signed? | From creation to signature, and when you end the contract |
Signature status | How was the contract signed, or where is the signature now? | While you get the contract signed |
Stage | Where is the signed contract in its term? | From the start date to the end date |
The word Terminated is both a status and a stage. This article always names which one it means.
Contract statuses
A contract gets a status when you create it. The status shows whether the contract is approved and whether the company signed it.
Status | What it means |
Draft | An approver has not approved the contract yet. A contract has this status only when your organization uses contract approval. An admin with the Owner role turns on contract approval under Settings > Operations > Contracts. |
Not Signed | An approver approved the contract, but the company has not signed the contract yet. |
Signed | The company signed the contract. Flex creates the memberships, fees, and resource assignments of the contract. |
Canceled | An admin canceled the contract because the company will not sign it. |
Terminated (status) | An admin ended the contract with the Terminate action. |
Signature statuses
The Not Signed status does not show where the signature is. The signature status shows how the contract was signed, or how far the electronic signature has gone. Some signature statuses exist only when your organization uses eSignatures.
Signature status | What it means | Only with eSignatures |
Manually Signed | An admin marked the contract as signed in Flex. | No |
Out For Signature | Flex sent the contract to the company for an electronic signature. | Yes |
Signed by Member | The member who signs for the company signed the contract electronically. | Yes |
E-Signed | The company and your admin both signed the contract electronically. | Yes |
Declined | The company declined to sign the contract after Flex sent it for an electronic signature. | Yes |
Requires Attention | A resource on the contract has a problem. | No |
Contract stages
After the company signs, the stage follows the contract through its term. Flex moves a contract to most stages on dates that the contract sets. The stages follow this order:
Stage | What it means | Who moves the contract to this stage |
Active | The contract is signed, and its term started on the start date. | Flex |
Up for renewal | The notice period starts in 1 month. | Flex |
Not Renewed | The notice period started, and nobody renewed the contract. The contract stays active until its end date. | Flex |
Notice Served | The company or your team gave notice that the company will not renew and will leave. | An admin |
Expired | The term of the contract ended. | Flex |
Terminated (stage) | An admin ended the contract with the Terminate action. | An admin |
The notice period decides when the Up for renewal stage and the Not Renewed stage start. For example, a contract ends on December 31 and has a notice period of 3 months. The notice period starts on October 1. The contract moves to Up for renewal 1 month earlier, on September 1. If you do not renew the contract, the contract moves to Not Renewed on October 1.
Change a stage by hand
Flex does not know when a company tells you that it will leave, or when you decide to end a contract early. An admin must make these 2 stage changes. Each change needs its own permission on a custom admin role: Serve Notice or Terminate.
Serve notice
When the company tells you that it will leave at the end of the term, select Serve Notice on the contract. The contract then moves to the Notice Served stage. Your team can then see which companies will leave.
Terminate a contract
Terminate a contract to end the contract before its end date. A termination cannot be undone.
Go to Operations > Contracts.
Click the cogwheel next to the contract.
Select Terminate.
Select the reason for the termination, and add the details. The reason records why the contract ended.
The contract then has the Terminated status and the Terminated stage.
Continue a contract with a renewal
The Up for renewal stage tells you when to act, but Flex does not renew contracts automatically. To continue a contract, create a renewal. Flex copies the company, the member, the items, the notice period, and the terms into a new renewal contract.
You can renew a contract only if the contract is signed, has an end date, and is not canceled or terminated. After the renewal contract is signed, the original contract shows the Renewed label in the contract list.
FAQ
Why does my new contract show Draft?
A new contract shows 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 company signs.
Does Flex renew a contract in the Up for renewal stage automatically?
Flex does not renew a contract automatically in the Up for renewal stage or in any other stage. The Up for renewal stage only tells you when to offer a renewal. To continue the contract, create a renewal.
Does Flex move a contract to Notice Served automatically?
Flex never moves a contract to the Notice Served stage on its own. An admin must select Serve Notice on the contract.
What is the difference between a canceled contract and a terminated contract?
A canceled contract is a contract that the company never signed. A terminated contract is a contract that an admin ended with the Terminate action and a reason.
Can I renew a canceled or terminated contract?
You cannot renew a contract that has the Canceled status or the Terminated status. Create a new contract for the company instead. Create a contract →
What does Requires Attention mean on a contract?
Requires Attention means that a resource on the contract has a problem.