Agreements & Signing

The signing flow is the centre of the product. A booking goes out as an agreement, comes back signed and paid, and the invoice creates itself.

Contract templates

Templates are written once in Settings → Contract Templates and reused on every booking. Paste your existing rental agreement into the editor and replace the blanks with merge tags — the renter's name, the event dates, the space list, the total, the deposit amount.

Each template carries a default number of signatures it expects. If your agreement needs the renter and a facility manager, that is two.

Rendering the agreement

When you pick a template on a booking's Agreement tab, the merge tags resolve against that booking and the result is stored on the booking as its own content. From that point the agreement is a document belonging to this booking — editing the template later does not rewrite agreements already rendered.

You can edit the rendered agreement before sending if this particular rental needs a clause the template does not have.

Signers

The Signatures tab holds one row per required signer:

Field
Name and email	Who signs
Role	Their capacity — renter, facility manager, insurer
Order	Signers sign in sequence, renter first
Status	Pending, signed, or declined

Your account carries a default signer list so the common case fills itself in. Add, remove, and reorder signers before sending.

Sending for signature

Send for signature does several things at once:

• Generates a unique signing link for the booking
• Stamps the sent time
• Optionally sets an expiry date on the link
• Optionally attaches a booking deposit — a percentage or a fixed amount, with its own due date
• Emails the first signer with your branded template
• Moves the booking to quote_sent or deposit_pending

Set an expiry

An open-ended signing link on a quote from March is a liability in July. An expiry date makes the renter act, and expired links can be reissued in one click.

What the signer sees

The link opens a public page — no login required. See Public Signing Page for the full walkthrough. In short, the signer gets:

• The rendered agreement
• The line items and the total
• The deposit due, if one is attached
• A signature pad — draw or type
• A decline option

Opening the page stamps a viewed time, which is how you can tell the difference between "they have not signed" and "they have not looked".

Each signer signs in turn on the same link. Once one signs, the next is emailed automatically.

Signature records

Every signature captures the signer's name, the timestamp, the IP address, and the signature image itself. All of it is visible on the Signatures tab and embedded in the final PDF.

If somebody signs on paper — it happens — you can mark a signature as taken manually, which records who marked it and when rather than pretending a signature was captured.

When the round completes

Once every signer has signed:

1. The agreement PDF is generated and archived — the signed, flattened document, available from the Agreement tab and the renter's portal.
2. The invoice is created and linked, with the line items copied from the booking's spaces and add-ons.
3. Any deposit paid at signing is recorded against that invoice, so it opens showing the deposit paid and the remaining balance with its due date.
4. The booking moves to confirmed.

That is the whole point of the flow: nobody re-keys anything between the signature and the invoice.

Declines and expiry

A decline by any signer flips the booking to declined and stops the round. The decline is recorded with the signer, the timestamp, and any reason given, and the team is notified.

An expired link stops working. The booking stays where it was; reissue the link from the Agreement tab to restart, which sends a fresh email to the first outstanding signer.

Resending

Resend emails the current outstanding signer again without invalidating anything. The send count and last-sent time are tracked, so you can see how many times you have chased.