Contracts Settings

How to configure the default settings for service provider contracts. You must have the Service Provider Manager user role assigned to access this section.

Keeping records up-to-date is very important for an organization, one of the most important records to keep updated is contracts.

In the contracts settings, you can configure the settings to do with email notifications that will send out when a contract is due to expire. You can set up who will receive notifications, when they will receive them, and what the notifications will say. These will become the default settings for all contracts and the settings can be customized for each individual contract, where required, when adding it to an organization.

You can also set up the types of contracts that can be recorded in WhosOnLocation to ensure reporting consistency and proper grouping.

Settings you can configure in Contracts Settings are:

Contract Types

Expiry Notification Recipients

Expiry Notification Timing

Expiry Notification Email Editor

To access the Contracts Settings, go to Tools > Service Provider Manager and select Contracts Settings from the left-hand menu. You will then be able to navigate through the settings using the sub-tabs.

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Contract Types

Set up the different types of contracts that can be added to an organization’s profile. By grouping your contracts under similar types, you will be able to report on these more effectively and keep your records organized. We will also be releasing Triggers based on Contract Type in the near future which will help to manage Service Providers signing in for particular work.

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We have included some default types for you to get you started, which you can feel free to change, add to, or remove to meet your needs.

To add a new contract type:

1. Click Add Contract Type

2. Enter the Name and Description of the type

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3. Click Save

The new type will be saved in your list and you will be able to add contracts with this type.

To edit an existing contract type, click View next to that type, change the details and click Save.

To remove a contract type, click Delete next to that type or select multiple types using the checkboxes and use the Run Action Menu.

Please Note: You can only delete a Contract Type with no contracts currently set up with that type.

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Expiry Notification Recipients

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Set up the different people that will receive a notification when a contract is expiring. You can set up employees, Contract Owner service providers, and/or a 3rd party to receive these notifications. Each person type will receive a different email template set up in Expiry Notification Email Editor.

Please Note: These are the default settings only. When adding a contract to an organization, these options will be enabled but you can customize them when required.

Your Employees

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The Organization Owner is an employee that is set up in WhosOnLocation to manage an organization, they are selecting when adding an organization. It is not required to have an organization owner in WhosOnLocation so some organizations may not have one. You can choose to either send the notifications to an organization owner or not.

In addition to the Organization Owner, you can also set up any number of employees in your organization to receive these notifications. Add these by beginning to type in the text box and selecting from the dropdown which appears.

Your Service Providers

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When adding a contract to an organization you have the ability to add a Contract Owner. The contract owner is a contact role type that you can give to a service provider member which allows them to be added as a Contract Owner for specific contracts. You can choose whether or not to send this person notifications when their contracts are expiring.

3rd Party

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Some contracts are managed by 3rd parties, either from your organization’s end or the contractors side. In this scenario, it will be important to notify them in addition to your employees and the service providers. Therefore, you can nominate a 3rd party to receive these notifications by entering their email into the appropriate text box.

After making any changes, click Save.

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Expiry Notification Timing

Set up when expiry notifications will send to your nominated recipients. You can send up to three notifications which all have separate email templates set up in Expiry Notification Email Editor.

Please Note: These are the default settings only. When adding a contract to an organization, these options will be enabled but you can customize them when required.

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The 1st notification sent will inform the recipients that a contract is coming up for expiry.

The 2nd notification will be sent as a final reminder before the contract is due to expire.

The 3rd notification can be set to send a day after the contract has expired, if it is not updated, notifying that it is now expired.

If a contract is set to pending or archived, then no notifications will send until the contract is set to active again. This means that if you have a historical contract that will not be renewed, you can set this to inactive to avoid sending expiry notifications.

Please Note: If the 2nd notification is enabled, it must be set to send after the 1st notification. If you only want one notification to send, please set this using the 1st notification.

After making any changes, click Save.

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Expiry Notification Email Editor

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Edit the expiry notification templates that will send to the Notification Recipients at the Notification Timings. There are 9 templates to edit, one for each person type and each potential notification, all of which can be edited to suit your organization’s needs. You can navigate between each notification timing using the sub-tabs, and scroll down to find each person type.

Please Note: These templates are not customizable for each contract. What is set up in this section will send for all contracts with the matching notifications enabled.

WhosOnLocation have provided default templates using placeholders to create dynamic emails based on information specific to each contract. You can edit these to suit your needs, and add your own placeholders by copying and pasting them from the View available placeholders dropdown. An example of a placeholder is {{Contract.Name}}, please note the specific brackets and ‘.’ in place of a space used.

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You can change any template back to the default by clicking Apply Default Settings below any email window.

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After making any changes, click Save at the bottom of the page.

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