Event Agreements

Event Agreements provide a way for users of the Groups application to send an email with an agreement request with details and terms. These are sent via Email Template with a link for digitally signing the document, which can be retrieved for printing, can be revised and replaced with another, and is stored electronically.

Email Templates

Email templates are preconfigured, customizeable emails that can be sent to customers for various purposes and often have Tokens representing information that will be filled in based upon each recipient's information when sent. Event Agreements are added to these templates in the same manner as all other tokens and you can find this link at the bottom of the Events section labeled Signature Link, as indicated in the image below.  Read more about Email Templates here.

The signature link will have default text (a URL), but custom text can be added within the bars.  The beginning and ending bars | | as well as the Signature Link: text, including the colon, are required for the customized link to work. |Signature Link: Agreement here|, |Signature Link: Navigate to Agreement|, and |Signature Link: Terms and Conditions| are all examples of valid customized agreement link text.

Sending the Agreement

Once you have created and added agreement links to any email templates you need, if these templates are not already assigned to an Event Type, you will need to do this from the Reports and Emails tab of each Event Type for which the agreement is relevant. You can assign this email as the Reservation Email and/or as a new email type labeled Reservation Signature Email.

A reservation email can be sent from the Reservation button on the Actions tab of a scheduled event to confirm a booking.  If you have updated that email template to include the Signature Link token, every reservation email of that event type will include that link. If not every event requires this agreement, or, if you want the option to send a separate agreement reminder email, a new button in the Other column of the Actions tab and on the new Agreements tab, Request Signature, will send whichever email you have assigned as the Reservation Signature Email for that Event Type.

The Request Signature button is only available when a Reservation Signature Email is enabled and assigned for the Event Type.

Tracking the Agreement

The new Agreements tab in the Event Editor includes the current status (Pending, Signed, Cancelled) of the request. The status will be updated at various points when navigating through the editor tabs and when returning to the event editor from Groups, therefore the status on the Agreements tab or on the Event tab may not immediately show a change.

An unsigned agreement will be updated automatically with any changes to the event, except when the event is rescheduled. If an agreement was signed, and the terms or bottom line for the event changes, it will be necessary to send another agreement (if desired).

Any unsigned agreement (Pending) can be Cancelled and the link that was sent will no longer be valid for signing. There is no saved pdf for a cancelled agreement, and it cannot be viewed.

Resending an Agreement

A single event can have multiple Signed and/or Cancelled agreements, but only one Pending agreement at a time. If it is necessary to resend the Pending agreement at any time (e.g. if the email has been lost/needs to be sent to a different email), you can click the Request Signature or Reservation button again. It is not necessary to cancel an agreement in order to resend it. Any changes to the agreement since the original request was sent will be incorporated into the agreement when it is resent and Pending agreements that are resent can be accessed by the customer using the same link that was provided in the original request.

Viewing Agreements

An agreement PDF (Pending or Signed) can be accessed by the customer using the original link where the agreement was signed. Initially, there will not be a copy of the signed agreement emailed to the customer automatically. The same PDF can be accessed by staff from the Event Editor using the magnifier button on the Agreements table next to the Cancel button (See above image). Only Pending or Signed agreements are saved and can be downloaded to file or print.

Rescheduling an Event with an Agreement

When an event is rescheduled, currently the agreement (regardless of current status) does not move to the new event, which will have a new Reference Number. Any Pending agreement is cancelled automatically, and the person managing the event will receive a reminder/option to send an agreement for the new event, if there was a previously Signed or Pending agreement.

Reporting

Two new reports show Agreements statuses and help assess which agreements are not yet sent or signed.

1. Event Agreements Status shows all events scheduled between selected dates, and a Status value for the (online) agreement. This includes events where None have been sent. It will also show multiple agreements, with a timestamp for each, for a given event.

2. Outstanding Event Agreements shows only those events in the selected date range, where an agreement has been sent, but is not yet signed. There should be only one row per event that has a Pending agreement on this report. The Pending status does not preclude an earlier signed agreement for the same event.

How it looks to the Customer

The Event Agreement is sent by default to the event contact. There is no validation of email ownership, so whoever receives the confirmation email will be able to sign.

The email will look something like this:

When the customer follows the signature link, the reservation report generated at the time the email was sent, or as updated more recently if the document was not yet signed, will appear in the browser.

After reading, and clicking Sign and Complete Agreement, there will be a page for the customer to sign (touch or mouse) and also to type the signature name. The customer must then click Sign and Complete to ensure the signature is recorded.

After signing, users will see the following screen.

Clicking the link again after signing, will produce a message confirming the guest has already signed the agreement.