Creating Agreements

Agreements are for gathering electronic signatures from your vendors. They can be used to gather additional information and to electronically sign a legally binding document. Most often these are used for vendor agreements, but they can also be used for sales tax agreements, hold harmless agreements, or anything else that you need vendors to sign.

Agreements are intended to be documents that you create that vendors fill in information and sign. If you need filed uploaded from vendors use the Documents tab instead.

To create an agreement you must first have a PDF file with the agreement text. Our system will not create the text, but will add fillable fields. Microsoft Word or Google Docs work well to create these documents and allow you to export as a PDF. Be sure to leave space where you want to data fields or signatures added.

1. Click on Agreements in the Navigation Side Bar
2. Click on New agreement in the top right on the page

In the Name field enter a unique name. This name can be the same as used for other events but must be a unique among Agreements for this event. Select the Event that this agreement applies to.

Active must be checked for the agreement to show as available to use.

The Description field allows you to note what the purpose of the agreement is.

Upload a PDF by clicking Upload PDF or dragging and dropping a PDF into the gray box.

There are 4 field types you can add to the Agreement. Text, Static, Signature, or Date Signed.

• Text - This is a field that you can allow the vendor to fill out or edit. You can have it pre-populated with data from the system. You can lock it so the vendor cannot edit.
• Static - This allows you to add text to an agreement that cannot be altered. It cannot pull data from the system - you must type the text in now while creating the agreement.
• Signature - This allows the vendor to sign the agreement.
• Date Signed - This is a date field that will automatically fill in with the date that the agreement is signed.

Click on the data field you wish to add. Then click on the PDF document where you wish to add it. You can left click inside the box that appears to drag it to position it. Left clicking on the blue square at the bottom right of the box allows you to drag to resize the box. Hover over the box and a red circle with an X will appear at the top right allowing it to be deleted.

Right clicking on a Text field will open an edit dialog.

• Font size - this allows you to set the font size for this text field when it fills in. Default is 13.
• Placeholder - this allows you to put placeholder text in this field. By default it will display “Enter value”. You can change it to be more descriptive such as “First Name” or “Enter First Name”.
• Required field - this will require the vendor enter at least 1 character to submit the form. This should only be used when Editable by Vendor is also checked.
• Associate with vendor field - this will pull information from the system to pre-fill the field. Changes here will not be updated elsewhere in the system. You can uncheck Editable by vendor to make this field only display information and not allow the vendor to edit.
• Editable by vendor - if checked the vendor will be able to fill out or edit this field.

A Static text field will only allow you to adjust the font size and set the static text.

The Signature and Date Signed fields only allow the font size to be changed.

At the bottom of the page is the Admin Instructions section. Here you can add internal instructions to remind staff what they need to look for before approving a signed agreement. This section can have marked up text and images.

When done click the Create Agreement button.