How to create and send contracts to clients in Band Pencil

Band Pencil allows you to create contract templates, assign agreements to events, request electronic signatures and keep a record of signed contracts. You can also add multiple signatories when an agreement requires signatures from more than one person.

1. Creating a Contract Template

Before assigning a contract to an event, you'll need to create a contract template within your Band Pencil account.

1. Navigate to the Contracts overview page, where you can view your existing contracts and contract templates.
2. Click Add Template in the top-right corner.
3. Enter a title for your template and add the contract body, including any relevant terms and conditions.
4. Click Add to save your template.

Your new template will now be available to use when creating contracts for events.

2. Assigning a Contract to an Event

Once you've created a contract template, you can assign it to an event.

1. Open the event you would like to assign a contract to.
2. Select the Client tab.
3. Click + Create Contract.
4. Enter a reference name for the contract and select the template you'd like to use.
5. If required, set a contract signing deadline.
6. Click Add Contract.

The contract will now be linked to your event and available to manage from the event page.

3. Editing an Assigned Contract

Once a contract has been assigned to an event, you can customise its contents and settings before it is signed.

To make changes, open the event's Client tab and click Options next to the relevant contract.

From here, you can:

• Contract Name: Change the reference name used to identify the contract.
• Contract Content: Edit the agreement, including its terms and conditions. Merge tags can be used or you can enter event specific information in this section.
• Event Information: Choose whether to display event details within the contract, including the date, location, services, description and fee. You can amend what is shown in your event information on the contracts page, by clicking Client Contract Options.
• Client Portal Visibility: Control whether the contract is visible within the Client Portal.
• Signing Permissions: Enable or disable the ability to sign the contract.

Once a contract has been signed, or the contract is pending additional signatures, it is finalised and can no longer be edited.

4. Adding Additional Signatories

If your contract requires signatures from more than one person, you can add additional signatories to the agreement. This is particularly useful when multiple organisers, representatives or other parties need to agree to the same contract.

To add an additional signatory:

1. Open the event and navigate to the Client tab.
2. Locate the contract you wish to manage.
3. Open the contract's signatory management section.
4. Click Add Signatory.
5. Enter the signatory's name, email address and role.
6. Save the signatory to add them to the agreement.

You can add multiple signatories and track their individual signing status, making it easy to see who has signed and who is still outstanding. You can also remove additional signatories where necessary, provided the contract has not already been finalised.

For more information on this please see Adding Additional Signatories to Contracts

Please note: Band Pencil does not support standalone contract signatures. Contracts are always linked to an event, meaning the client assigned to the event is required to sign, even when additional signatories have been added. Additional signatories are intended to supplement the client's signature rather than replace it.

5. Sending a Contract to Your Client

Before requesting a signature, ensure that a client has been assigned to the event and that their email address is correct.

If the client does not have a valid email address, they may still be able to view the contract, but Band Pencil will prevent them from completing the signing process.

There are three ways to share a contract with your client.

Option 1: Copy the Client Portal or Contract Link

1. Open the event and select the Client tab.
2. Locate the Client Portal section.
3. Click Copy Link.
4. Share the link with your client.

Your client can use the link to access their Client Portal and view any available contracts.

Option 2: Email the Client from Band Pencil

1. Open the event and click Email Client.
2. Select Include a link for the client to access the Client Portal.
3. Enter your email subject and message.
4. Send the email.

The client will receive a link to their Client Portal, where they can access and sign the contract.

Option 3: Email the Contract Directly

1. Click Options next to the contract you wish to send.
2. Select Email Contract.
3. A pre-populated email will appear with instructions for signing.
4. Review the message and send it to your client.

This email will include a direct link to the contract.

6. Client Email Confirmation

Before signing, the primary client must verify access to their email address.

1. The client opens the contract using the link provided.
2. They click Send Confirmation Email.
3. Band Pencil sends a confirmation email containing a unique signing link.
4. The client opens this link to continue with the signing process.

This additional verification helps ensure that the person signing the contract has access to the email address associated with the event.

Additional Signatories

Additional signatories do not need to complete the email verification process. Instead, Band Pencil automatically emails each additional signatory when the previous person has signed the contract.

Each signatory receives a unique link allowing them to review and sign the agreement. Signatures are collected sequentially, with the next signatory notified automatically once the preceding signature has been received.

For security reasons, signing links are unique to each recipient and should not be forwarded or shared with anyone else.

7. Signing the Contract

When a signatory is ready to sign, they will be asked to:

1. Enter their full name.
2. Draw their signature using the signature pad.
3. Tick the confirmation box to acknowledge their agreement.
4. Submit their signature.

Where additional signatories have been added, each person can complete their signature individually. Band Pencil tracks the signing status of each signatory, allowing you to monitor progress from the event page.

Once all required signatures have been collected, the completed agreement is finalised, exported to PDF and saved within Band Pencil. An email confirmation is sent to the relevant parties for their records.

Once finalised, the signed contract cannot be modified. This helps preserve the agreed terms and the signatures associated with the agreement.