Subscription Tier: Starter (creation), Pro (sending via email)
The contracts system lets you create rental agreements that customers can review and sign electronically. You can define multiple contract templates, automatically match templates to events based on the equipment being rented, send contracts via email, and track signing status.
Before sending contracts, set up your templates.
Navigate to Settings > Contract Templates to manage your templates.
- Click Add Template.
- Enter a Name (must be unique, e.g., "Standard Tent Rental Agreement").
- Write the Content using a rich text editor. Templates support HTML formatting including headings, paragraphs, lists, and bold/italic text.
- Optionally set the template as the Default — the default template is used when no specific template matches.
- Toggle Active status — inactive templates aren't used for matching.
- Click Save.
Templates can include dynamic variables that are filled in when the contract is generated:
{{business_name}} — your business name from Settings{{customer_name}} — the customer's name{{event_date}} — the event date- Other event details as applicable
You can link contract templates to specific Item Mappings. This enables automatic template matching: when you send a contract for an event, the system looks at what equipment is booked and matches the appropriate contract template.
For example, you might have:
- A "Tent Rental Agreement" linked to all tent-related mappings
- A "Bounce House Waiver" linked to inflatable mappings
- A "General Rental Agreement" as the default fallback
Requires: Pro plan (or active trial) for email sending
- Open an event that has a customer email address.
- Click Send Contract (or Send Contracts if multiple templates match).
- The system automatically determines which templates apply based on the event's items and your template-to-mapping configuration.
- Select which templates to send (or use the auto-matched set).
- Click Send.
Each template generates a separate contract with its own unique signing link. If multiple contracts are sent together, they're grouped into a batch — the customer gets a single email with a link to sign all contracts in one session.
The customer receives an email with:
- Your business name and logo
- A link to review and sign the contract(s)
- Event details (date, customer name)
When a customer clicks the contract link:
- Verification — They enter their email address to verify their identity (must match the email on file).
- Review — They read the full contract terms, with their event details filled in.
- Sign — They type their name and check the agreement box, then click Sign.
- Confirmation — A "Thank You" page confirms the signing.
For batch contracts (multiple agreements), the customer signs all of them in sequence.
When a customer signs, the system records:
- Signer name — the name they typed
- Signer email — the email they verified with
- Signer IP address — for legal documentation
- Signed timestamp — exact date and time
- Contract status changes from "pending" to "signed"
After signing, the customer can download a PDF copy of the signed contract from the confirmation page. Admins can also download signed contract PDFs from the event detail panel.
From the event detail panel, you can see:
- Which contracts have been sent
- Whether each contract is pending or signed
- When each contract was signed and by whom
- Links to download the contract PDF
The contracts list page (under Contracts) shows all contracts across all events with filtering options.
When a customer signs a contract, a notification email is sent to the admin email address configured in Settings. This lets you know immediately when a contract has been completed.
- Email required for sending: Contract sending requires the Pro plan and email delivery to be configured. Without email set up, you can create contract templates but can't send them to customers.
- Customer email must match: During the signing flow, the customer must enter an email that matches what's on file for the event. If the email doesn't match, they can't access the contract. Make sure the customer email on the event is correct before sending.
- Template matching depends on mappings: Automatic template matching relies on your item mappings. If you haven't linked templates to item mappings, the system falls back to the default template. For best results, set up template-to-mapping links.
- Batch signing is all-or-nothing per session: When multiple contracts are sent as a batch, the customer signs them all in one session. If they close the browser mid-way, some contracts may remain unsigned. They can re-open the link to complete any remaining contracts.
- Contracts are tied to events: Every contract must be linked to an event. You can't send standalone contracts without an associated event.
- IP address tracking: The signer's IP address is recorded for legal purposes. If the customer is behind a VPN or proxy, the recorded IP may not be their actual IP.
- Contract PDFs include event pricing: The signed contract PDF includes the event's pricing breakdown (items, totals, deposits). Make sure the event's pricing is finalized before sending contracts.
- One contract per template per event: You can send multiple different templates for the same event (e.g., a rental agreement + a liability waiver), but you typically shouldn't send the same template twice for the same event. The system will create a new contract record each time.