➤ Product: OfficeRnD Flex
➤ Who: Admins whose role has the Create permission for Contracts
➤ Where: Admin Portal, under Operations > Contracts
➤ Availability: All plans
When you set up a new client by hand, you create each membership, fee, and resource assignment one by one. 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 charges for services through your billing plans. A contract can also name the space that the member occupies. The contract type decides which of these items you can add.
In this article:
Which profile a contract needs: a company or a member
What happens when the company’s billing details change later
Charge a different price for different months of the term
Why you cannot move a member who is on a contract
Not covered here: sending a contract for electronic signature. Set up and configure eSign →
Prerequisites
A contract uses objects that must exist before you start:
Billing plans for the services that the contract charges. The Recurring Plans field and the One-Off Plans field list your billing plans. Set up billing plans →
Resources, for a License Agreement or a Lease Agreement. Of the default contract types, only these 2 can include an office, a desk, or another resource. Learn the basics of space management →
At least 1 member on the contract with a status other than Former. If every member on the contract is Former, set 1 member to Contact before you create the contract. After you create the contract, you can set that member back to Auto. With Auto, Flex calculates the status from the member’s active memberships. Learn how member statuses work →
Start a new contract
With the billing plans and resources ready, open a new contract.
Go to Operations > Contracts to see the contracts in your organization.
Click Add Contract.
Select the contract type. The contract type decides which tabs and fields the form shows. Compare the contract types →
If a contract type is not in the list, the contract type is possibly turned off in your organization. An admin with the Owner role can turn on contract types under Settings > Operations > Contracts.
Choose who signs the contract
The form opens on the Company Information tab. This tab names the parties to the contract and the location where the contract applies.
Field | Description |
Company | The company with legal authority to sign the contract. |
Member | The person with legal authority to sign for the company. |
Deposit held | The total deposit that you already hold for this client. Use this field for a renewal. For example, keep the deposit from the old contract instead of a refund and a new deposit. |
Contract location | The location where the contract applies. |
Flex copies billing details into the contract when you create the contract. The billing details are the customer name, the address, the company name, the Registration Number, and the company address. By default, Flex uses the billing details of the company in the Company field. You can edit the billing details before you create the contract. After you create the contract, Flex does not update the contract when the company's billing details change.
Create a contract for a member without a company
Every contract needs a company in the Company field. You cannot create a contract for a member who is not part of a company. To put a solo member on a contract, create a company profile for the member's business. Then move the member into that company and select that company in the Company field. When you move the member, Flex moves the member's personal memberships, fees, and invoices to the new company.
If the member does not need a signed contract, assign a membership to the member directly. A membership does not need a company. Assign a membership to a member →
Set the contract term
The contract now has its parties, but it has no dates. The Duration tab sets when the contract starts, when it ends, and how much notice the member must give.
Field | Description |
Type | How this contract relates to earlier contracts.
|
Number | The Agreement ID. Flex creates the number from a template. To change the number format, go to Settings > Operations > Contracts. |
Start Date / End Date | The period when the member uses the offices and services. The end date is required by default. A Quote does not have an end date. |
Notice Period | How far in advance the member must tell you that the member will stop using the space or services. A Quote does not have this field. |
The Notice Period also decides when the contract moves to the Up for renewal stage. See when each contract stage starts. Flex shows which contracts are up for renewal, but Flex does not renew contracts automatically. Use the Up for renewal stage to find the members to contact before their contracts end.
Add what the member gets and pays
The contract now has dates, but it does not charge for anything. On the Items tab, you add the resources and the billing plans that the contract charges for. The fields on the Items tab depend on the contract type.
For a License Agreement or a Lease Agreement, add the space that the member occupies:
Field | Description |
Resource field | The space that the member occupies. The list shows only the resources that are free during the contract term. The label of this field changes with the resource types that the contract can include. For example, the label can be Office, Resources, or a resource type name such as Dedicated Desk. |
Size | The number of desks in the office. This field shows only for resources that have a size. |
Deposit | The deposit for this resource. If you enter an amount, Flex creates a refundable one-off fee when the contract is signed. If you leave the Deposit field empty, Flex can still charge a deposit when the target plan of the resource includes a deposit. |
Steps | Price periods inside the contract term. The next section explains how steps work. |
For the services that the contract charges, use the billing plan fields:
Field | Description |
Recurring Plans | Services that Flex bills on a recurring schedule. Recurring plans can also use steps. |
One-Off Plans | Fees that Flex bills 1 time, such as a setup fee or an admin fee. |
Charge different prices across the term
One price does not fit a contract where the price changes during the term. Steps split the contract term into periods. Each step has its own price. For example, a 12-month contract has 3 steps: a lower price for months 1 to 3, the standard price for months 4 to 9, and a higher price for months 10 to 12.
Each step has these fields:
Field | Description |
Start Date / End Date | The period that the step covers. Steps should collectively span the full contract period. |
Price | The price of the resource during this period. |
Discount | An optional discount on the default price of the plan during this period. The discount shows on the monthly invoices. |
Make sure that the steps cover the full contract term. Each step prices only the dates between its Start Date and its End Date.
To apply a plan discount, keep the list price and the default price of the item unchanged. If you edit either price by hand, you cannot apply a plan discount to that price.
Add the terms and conditions
The items set what the member pays. The Terms & Conditions tab sets the legal terms that the member signs. Create a terms and conditions template →
Field | Description |
Terms & Conditions | The terms template for this contract. |
Addendum | Custom terms for this contract only. Flex adds the addendum at the end of the contract, after the general terms and conditions. |
Fill in custom properties
Your organization can record more data on each contract with custom properties. The Custom Properties tab shows the custom properties that your organization created for contracts. Fill in the values that apply to this contract. You can leave the other custom properties empty. Create custom properties for contracts →
Save the contract and get it signed
The contract is complete, but Flex creates memberships and fees only after the contract is signed.
Click Create to create the contract.
Send the contract for electronic signature, or mark the contract as signed after a signature on paper. Both actions tell Flex that the client agreed to the terms.
If contract approval is turned on, a new contract has the Draft status until an approver approves it. Set up contract approval. An approved contract that the client has not signed yet has the Not Signed status. When the contract is signed, Flex creates the memberships, fees, and resource assignments in the member profile or the company profile.
A member who is on a contract cannot move to another company. A move would leave the contract without its member. To move the member, cancel the contract or wait until the contract ends. Follow a contract from creation to signature →
FAQ
Is the Company field required on a contract?
The Company field is required on every contract. To put a solo member on a contract, create a company profile for the member's business, and move the member into that company first.
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. Create a company profile for the member's business, and move the member into that company. If the member does not need a signed contract, assign a membership to the member directly.
Does a contract update when the company's billing details change?
A contract does not update when the company's billing details change. Flex copies the billing details into the contract only when you create the contract.
Can I move a member who is on a contract to another company?
You cannot move a member to another company while the member is on a contract. Cancel the contract, or wait until the contract ends. Then move the member.
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 members to contact. Renew a contract →
Can I add an office to a Membership Agreement?
A Membership Agreement cannot include an office, a desk, or another resource. To create a contract that names a specific space, use a License Agreement or a Lease Agreement.