***Please Note: This feature requires the InspiredByYou Add-on. See Setting up InspiredByYou for instructions on setting up the site. If you do not have the InspiredByYou add on, please contact one of our Product Specialists at Sales@StudioPlusSoftware.com for more information.***
 
Contracts are crucial to running an efficient business, and it's even better when you can create contracts that not only file themselves, but also save paper! With InspiredByYou, you can create a contract within Spectra, associate it with either a client's session or invoice record, upload it to InspiredByYou, have them accept the terms online, and also receive the contract back into Spectra. You can even take security a step further by requiring your clients to use a unique PIN that you create before they can accept their contract.

This document will cover the following areas in regards to working with contracts:

1. Designing Contracts
2. Adding a PIN to Contracts
3. Adding and Uploading Contracts
4. Viewing Contracts on InspiredByYou.com
5. Viewing Contracts in Spectra
6. Downloading Completed Contracts
7. Getting Notified of Completed Contracts
8. Canceling Contracts

Designing Contracts

    To design your contract, use the Form Letter Builder to create the content of your contract. See Form Letter Builder for detailed instructions on creating your contract. 

Adding a PIN to Contracts

For added security, you can require clients to enter a unique PIN (Personal Identification Number) before they can agree to their contract. To set this up, go to Maintenance > Preferences > InspiredByYou.com Preferences > Company tab and check the box to Require PIN when e-signing contract.
 

ATTENTION!                  Anytime a change is made to the InspiredByYou.com Preferences, it is important to sync the preferences with InspiredByYou. To sync the preferences, go to Tools > Synchronize InspiredByYou.com, check the box to sync the Preferences, and select Start Sync to start the sync.

In order to set the PIN for each contract, when you select the contract you want to upload, Spectra will prompt you to enter the PIN you want to use.



To view what PIN was used after adding it, select View Contract on the Communication tab from the ribbon of the Session/Invoice record that is associated with the contract.

Adding and Uploading Contracts

    After you have designed your contract as a form letter and saved it, open the corresponding session or invoice record that will be associated with the contract. Once the record is open, follow these instructions to add a contract:

1. Go to the Communication tab on the ribbon and select Upload Contract.
2. From the drop-down that appears, select the contract you wish to use for this client.
3. *Optional* If your InspiredByYou Preferences are set to require a PIN for contracts, you will be prompted at this point to enter the PIN you wish to use. The client will be required to enter this PIN number before agreeing to the contract.
4. Once the contract is ready, it needs to be uploaded to InspiredByYou.com. There are two ways to do this:

• Manually - Go to Tools > Synchronize InspiredByYou, check the box to Upload Contracts, and select Start Sync.
• Automatically - Use the InspiredByYou Data Sync job from the Control Center to automatically sync contracts and other InspiredByYou items.  Spectra Users can set up this job by going to Utilities > Control Center. See Control Center for more details.

Viewing Contracts on InspiredByYou.com

    Once a contract has been uploaded to InspiredByYou, clients can log in with their credentials to view the contract. The contract will appear in their Approve My Contracts section. After clicking on the contract, they can read its content and agree to the terms. If a PIN is required, it will prompt them to enter the PIN you created before accepting/submitting the contract.

Viewing Contracts in Spectra

    After a contract is added to a session or invoice, it can be viewed by going to the Communication tab in the ribbon and selecting View Contract. This screen will show a preview of the contract, the date it was uploaded or the date it was accepted/downloaded, and the associated PIN (optional). A contract can be canceled or printed from this screen as well. Note: If a Contract has not been downloaded or accepted yet, the Contract will continue to show the Uploaded Date/Time. It will only show the Accepted UTC Date/Time after the contract has been accepted by the client and downloaded back into the software.

Downloading Completed Contracts

    Just like uploading a contract, there are two ways to download a contract after it's been accepted online by the client:

• Manually - Go to Tools > Synchronize InspiredByYou, check the box to Download Contracts, and select Start Sync.
• Automatically - Use the InspiredByYou Data Sync job from the Control Center to automatically sync contracts and other InspiredByYou items. Spectra Users can set up this job by going to Utilities > Control Center. See Control Center for more details.

Getting Notified of Completed Contracts

    Once a completed contract returns to Spectra, you will want to receive a notification that it has been received. The best method to be notified that a contract is completed is to automatically create a Task once it's downloaded. This can even be taken one step further by utilizing Triggers to send an automatic email when the task is created.

• To set up the automatic task, go to Maintenance > Preferences > InspiredByYou.com Preferences > Tasks tab. Check the box to automatically create a task for new Contracts and fill out the necessary info including who the task should be assigned to.                                       

HERE'S A FLASH FOR YOU!                                     To track this task properly, create special Task Types and Statuses for contracts. If you will be utilizing triggers with these tasks, it's important to have specific task types and statuses so trigger(s) can be sent at the correct status. You can set up task types at Maintenance > Task > Task Types and task statuses at Maintenance > Task > Task Statuses.

• To take this a step further, you can set up a trigger to get sent to the proper employee once this task is created. To set up the trigger, go to Maintenance > General > Triggers, click the + to create a new trigger, and set it up to go out based on the task status selected in the InspiredByYou.com Preferences. Below is an example of what the trigger should look like. See Triggers for more details.

Canceling Contracts

    If a contract needs to be canceled, this can be done by selecting Cancel Contract from the Communication tab on the ribbon of the session/invoice record that has the contract. A contract can also be canceled by selecting View Contract from the same location and then selecting Cancel Contract.