This is for property owners and their staff.
Sending one
There are two ways a contract reaches an occupant.
- With an invitation. Choose a contract on the invitation, and it is issued the moment the person joins.
- On its own. Go to Leasing, then Contracts, and use Send a contract: choose the occupant, the template, and the dates.
The occupant is emailed a link to read and sign it. Sending a new contract to somebody who has an unsigned one voids the unsigned one, so nobody is holding two.
Countersigning
Countersigning is on by default: the occupant signs, then you sign, and only then is the contract in effect. You are emailed when one is waiting, and the queue is under Leasing, then To countersign.
Countersigning is a permission of its own, separate from the rest of leasing, so somebody can send invitations all day without ever signing on your behalf. Whoever signed as the occupant cannot also countersign.
With countersigning off, the occupant's signature alone completes the contract.
What is kept
The contract stores its own full text as it was when it was issued, with a SHA-256 fingerprint of that text shown at the foot of the page.
A contract's text never changes once it has been issued. Editing the template it came from does not touch it. If you need different terms, void the contract and send another. The fingerprint is re-checked every time the document is opened, and a document that does not match it can no longer be signed.
Print or save as PDF gives you a copy for your own records.
Voiding
Void ends a contract at any stage. A reason is required, the occupant sees it, and they are emailed that it happened. Voided contracts are kept rather than deleted.
Nothing expires a contract on its own when its end date passes.