How to create and send contracts to clients in Band Pencil

1. Add a new contract template

To add a new contract to Band Pencil, you first need to add a contract template to your account before to do this:

  1. Navigate to the Contracts overview page. From this page you can see all active contracts and contract templates.
  2. Click Add Template located in the top right corner and enter a contract title and the contract body.
  3. Click Add and the contract should now appear as a new contract template.

2. Assign a contract to your event

Once you have added a contract template to your account you can assign it to an event.

  1. Navigate to an event where you would like to add a contract.
  2. Click the Contracts tab and click Create Contract.
  3. Give your contract a reference name and select the template you would like to use.
  4. Click Add Contract and the contract will now be assigned to the event.

3. Editing an assigned contract

Once a new contract has been assigned to an event you can make changes to the agreement from the event page. You will have several options that you can edit. To do this click Options for the contract you want to edit.

You can amend:

  • Contract name.
  • Contract (this is where the terms and conditions are).
  • Option to display event information within contract (date, location, services, description and fee).
  • Option to make the contract visible or not on the Client Portal.
  • Option to set the contract to able to sign or not.

You can also view, delete and email the contract when clicking options.

4. Requesting a signature from your client

To request a signature, or send a contract to a client, you must first assign a client to an event and ensure that they have a valid email address. If no email address is present, Band Pencil will prevent the contract from being signed, but it can be viewed.

There are three ways to send a contract to a client:

  1. Copy the URL to the Client Portal, or the contract: On the event page, click the Client Portal button. You can copy the link to the Client Portal from here and send it to your client. Alternatively, you can copy the link directly to the contract.

  2. Emailing the client from Band Pencil: Click Email Client and select Include a link for the client to access the Client Portal. Complete the subject and email body, and then send. The email will include a link to the Client Portal where the client can select and sign the contract.

  3. Email Contract (Template): Click on the Option link next to the contract you want to send to open the edit modal, and then click Email Contract. A pre-populated email will appear, explaining to the client how to sign the contract. It will also include a direct link to view the contract.

Signing the contract - client confirmation

Once you have sent the contract, the client will need to click Send Confirmation Email before signing. Band Pencil will then send an email to the client's email address containing a unique link that will allow them to sign the contract. This link is unique to them, so the email should not be forwarded, or shared.

5. Signing the contract

To sign a contract the client will need to enter their full name, signature (by using the signature pad) and tick to confirm. Once the client agrees to the contract, it is exported to PDF and saved in Band Pencil. An email confirmation will be sent to both parties for reference. Once this is done, the contract cannot be modified.

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