Contracts

Contract Templates

Before sending a contract, set up the template you want to use.

Managing Templates

Navigate to Settings > Contract Templates to manage templates.

1. Click Add Template.
2. Enter a Name that will help you recognize the template later.
3. Write the Content in the editor.
4. Optionally mark one template as the Default.
5. Toggle Active on templates you want to keep available.
6. Click Save.

Template Variables

Templates can include dynamic placeholders that are filled in when the contract is generated:

• {{business_name}} — your business name from Settings
• {{customer_name}} — the customer or contact name
• {{event_date}} — the event date
• Other event details as needed

Template-to-Item Mapping

You can link templates to item groups so Apex can suggest the right agreement automatically when you send a contract from an event.

For example:

• a tent agreement for tent-related work
• a waiver for inflatables
• a general rental agreement as the fallback

Sending Contracts

From an Event

1. Open an event that has a customer email on it.
2. Click Send Contract or Send Contracts.
3. If more than one template matches, Apex can send them together.
4. Pick the templates you want and send them.

When several templates are sent together, the customer gets one batch link and signs the still-pending contracts in one session. If some contracts in that batch were already signed earlier, the batch shows as partially signed instead of blocking the rest.

Contract Email

The customer gets an email with:

• your business name and logo
• a link to review and sign the contract(s)
• the event details they need to confirm they opened the right agreement

Customer Signing Flow

When a customer opens the contract link:

1. Verify — they enter their full name and the event date.
2. Review — they read the contract terms and event details.
3. Sign — they type their name, enter the email they want attached to the signature, check the agreement box, and sign.
4. Confirm — they see the thank-you page and can download a PDF copy.

The verification step uses the name and event date, not the email address. The email entered on the signature form is stored with the signature record.

For batch contracts, the same verification step opens the full batch and the sign action completes the contracts that are still pending.

What’s Recorded

When a customer signs, Apex records:

• the signer name
• the signer email
• the signer IP address
• the signed timestamp
• the contract status changing from pending to signed

Signed Contract PDF

After signing, the customer can download a PDF copy from the confirmation page. You can also download signed PDFs from the event detail panel.

Tracking Contract Status

From the event detail panel, you can see:

• which contracts have been sent
• which ones are pending or signed
• when each contract was signed and by whom
• links to download the PDF copy

The Contracts list page shows all contracts across all events.

Signed Contract Notifications

When a customer signs, Apex sends a notification email to your admin users so you know the contract is complete.

Gotchas

• You need working email delivery to send contracts.
• Verification uses the customer name and event date, not the email address.
• Batch contracts can be partially signed if one or more contracts in the batch were already completed.
• Every contract stays tied to one event.
• The customer can only sign a contract link that was created for that event or batch.