In this article, you will learn how to adjust your contract documents: how to change or hide contract elements, add text blocks, attach PDF documents with or without a condition, set further options and the price display, and generate a preview.
Contents
- Quick Guide
- Prerequisites
- Overview of the contract documents page
- Managing contract documents
- Changing contract elements
- Adding text blocks
- Attaching documents and adding conditions
- Available conditions
- Setting further options
- Displaying total and average prices
- Generating a preview
- Related articles
Quick Guide
Attaching a PDF document to a contract document, with an optional condition:
- Go to Settings / Membership management / Contract documents and click the contract document you want to change.
- In the Attached documents card, open the menu and click Upload PDF.
- Select the PDF file and enter a Name.
- Optional: under Condition (optional), select the condition under which the document is attached. Without a condition, the document is attached every time.
- Save. The software attaches the document when it generates the contract document and the condition is met.
Prerequisites
- Permission: Settings / Membership management / Configure contract documents. Read access lets you open the contract documents. To change a contract document, your role also needs the update right of this permission. To duplicate a contract document, it needs the create right, and to delete a contract document, the delete right. You assign the permission in the role settings.
Overview of the contract documents page
Under Settings / Membership management / Contract documents you find all contract documents of the selected studio. A contract document defines how the membership contract looks when the software generates it as a PDF. Which contract document is used depends on the rate: the detail page of a rate links to the contract document assigned to it.
Contract documents provided by the software are marked as System. You cannot delete them, but you can duplicate them and adjust the copy. There is no separate button for creating a new contract document: you create one by duplicating an existing one.
Click a contract document to open its detail page. The detail page has the following cards, from top to bottom:
- Alternative contract elements: change the description of standard elements of the contract or hide them.
- Additional text blocks: add your own texts at a chosen position in the contract.
- Attached documents: append PDF documents to the contract, always or only under a condition.
- Further options: payment preview, signatures and further display settings.
- Total and average prices: which total and average prices are shown.
Managing contract documents
Duplicating a contract document
- In the list, open the menu of the contract document.
- Click Duplicate membership contract. The copy appears in the list.
Changing name and colour
- Open the contract document.
- Open the menu at the top right of the detail page and click Edit membership contract.
- Change the Name or the Color and save.
Deleting a contract document
- In the list, open the menu of the contract document and click Delete membership contract.
- Confirm the dialog.
The delete option is not available for contract documents marked as System.
Changing contract elements
In the Alternative contract elements card you replace the standard description of an element of the contract, for example a heading or a field name, with your own text. You can also hide an element completely.
- In the Alternative contract elements card, open the menu and click Add alternative contract element.
- Under Contract element, select the element you want to change.
- Enter the Alternative description. Use the language switcher at the top of the dialog to enter the text for further languages.
- To remove the element from the contract document instead, tick Hide element. In that case you do not need a description.
- Save.
The selection only offers elements that apply to the current studio. Elements of a payment section, for example the SEPA direct debit mandate, are only listed if the studio uses a matching payment provider.
To change or delete an entry, open its menu and click Edit alternative contract element or Delete alternative contract element. When you edit an entry, the contract element itself cannot be changed. Hidden elements are marked as Hidden in the card.
Adding text blocks
In the Additional text blocks card you add your own texts to the contract document, for example legal notes or consent texts.
- In the Additional text blocks card, open the menu and click Add additional text block.
- Fill in the fields of the dialog (see the table below). You need at least a Heading or a Content.
- Save.
| Field | Description |
|---|---|
| Item in membership contract | The section of the contract in which the text block appears, for example Heading, Personal data, Contract data, SEPA direct debit mandate or Closing text. |
| Position order of line item in the membership contract | The order of the text block within the section. The lowest possible value is 1. |
| Condition for displaying the text block | Optional. The text block only appears in the contract if the condition is met. Text blocks use the same conditions as attached documents (see Available conditions). Without a condition, the text block always appears. |
| Heading and Content | The text of the text block. Use the language switcher at the top of the dialog for further languages. You can insert placeholders into the content. |
| Highlight text block in contract document | None, Bold, Bordered or Bold and Bordered. |
| Display in | Tick Sales Tool and/or Online membership signing to show the text block there as well. If Online membership signing is ticked, only the placeholders supported for online signing are offered. |
| Display signature field below the text block | Display no signature field, Display an optional signature field or Display required signature field. |
| Display check boxes | For example Do not display checkbox, Display checkbox or Display communication settings. |
| Refer to attachment | None, Document attachment or External website. With Document attachment, you select one of the documents from the Attached documents card. With External website, you enter a title and the URL of the website. |
Text blocks for the legal representative: a text block that contains placeholders for the legal representative must have the condition Minor member. It cannot be shown in online membership signing.
To change or delete a text block, open its menu and click Edit additional text block or Delete additional text block.
Attaching documents and adding conditions
In the Attached documents card you add PDF documents that the software appends to the contract document when it generates it, for example terms and conditions or a consent form. For each attached document you can set a condition, so that the document is only attached to contracts for which it is relevant.
Uploading a document
- In the Attached documents card, open the menu and click Upload PDF.
- Select the file. Only PDF files are accepted.
- Enter a Name for the document.
- Optional: under Condition (optional), select a condition (see Available conditions).
- Save. The document appears in the card with its name and file size.
How the condition works
- No condition: the document is attached to every generated contract document.
- With a condition: the document is only attached if the condition is met. The software checks the condition each time it generates the contract document.
- One condition per document: you can select exactly one condition for each attached document. To cover two cases, upload the document a second time with the other condition.
Example: you want to attach a consent form for the legal representative only to contracts of minors. Upload the form and select the condition Minor member. Contracts of adult members are generated without the form.
Editing, sorting and deleting attached documents
Open the menu of an attached document in the card:
- Download attachment: download the PDF file.
- Sort further up or Sort further down: change the order. The documents are appended in the order of the list.
- Edit attachment: change the Name or the Condition (optional). The card does not show the condition, so open this dialog to check which condition a document has. To replace the file itself, upload the new file and delete the old one.
- Delete attachment: delete the document after confirming. This is not possible as long as a text block refers to the document under Refer to attachment. Remove the reference in the text block first.
Available conditions
The same conditions are available for attached documents (Condition (optional)) and for text blocks (Condition for displaying the text block).
| Condition | Is met when |
|---|---|
| Pre-Use | The contract includes pre-contractual use. |
| Payment method - cash payment | The payment method is cash payment. |
| Payment method - direct debit | The payment method is direct debit. |
| Payment method - credit card | The payment method is credit card. |
| Payment method - TWINT | The payment method is TWINT. |
| Payment method - bank transfer | The payment method is bank transfer. |
| Minor member | The member is underage on the day the contract document is generated. |
| MySports | The contract was concluded via the Member Platform. |
| Sales tool | The contract was concluded in the Sales Tool. |
| Company voucher redeemed | A company voucher was redeemed for the contract. |
| Online membership signing | The contract was concluded online, for example via the Member Platform, an online checkout page or a landing page. |
| Company voucher: Credit | A company voucher of the type credit was redeemed for the contract. |
| Company voucher: Discount | A company voucher of the type discount was redeemed for the contract. |
| Company split | The contract includes a company split. |
For the payment method conditions, the software uses the payment method of the contract. If the contract has none, it uses the payment method of the member.
Setting further options
The Further options card shows for each option whether it is Activated or Deactivated. To change the options, open the menu of the card and click Edit options.
| Option | Description |
|---|---|
| Payment preview type | None, Normal or Detailed. With Normal or Detailed, a payment preview is appended to the contract document. |
| Also show 0,00 € fees at membership fees preview | Also lists fees of 0,00 € in the payment preview. |
| Contract signature mandatory in sales tool | The contract must be signed when it is concluded in the Sales Tool. |
| Contract signature for online memberships | No signature, Digital signature (mandatory), Collect IP address + time stamp or Prefer digital signature but fallback to IP & Timestamp. |
| Display data of the legal representative in the contract document | Shows the data of the legal representative in the contract document. |
| Show end date of minimum contract term | Shows the end date of the minimum contract term in the contract document. |
| Redact voucher codes in contract document | Makes voucher codes unreadable in the contract document. |
Displaying total and average prices
In the Total and average prices card you decide which total and average prices are shown. They give consumers a better overview of the costs of a contract within the minimum contract term and are displayed in the rate overview and in the contract conclusion process. To change the settings, open the menu of the card and click Edit how prices are displayed.
| Option | Description |
|---|---|
| Display total fee | The membership fee plus additional module fees and flat fees that have the same payment frequency as the membership fee. |
| Display total contract volume | All costs within their minimum term (membership fees, starter package, flat fees and additional modules), regardless of their payment frequency. |
| Display average price (monthly) | The total price over the minimum contract term, broken down to one month. |
| Display average price (payment frequency-based) | The total price over the minimum contract term, broken down to the payment frequency, for example weekly. |
For the average prices, the period is extended accordingly if the contract includes pre-contractual use. The calculation assumes 30 days per month and 365 days per year.
Generating a preview
- Open the contract document.
- Open the menu at the top right of the detail page and click Generate membership contract preview.
- Under Rates, select the rate for the preview.
- Click Create. The software creates the preview as a PDF file and opens it for download in a new browser tab.
The preview uses sample data. It always contains all attached documents, regardless of their conditions. To check a condition, look at a contract document generated for a real contract.
Related articles
- Configuring legal text blocks for online contract offers
- Pending confirmation for minor member contract
- Send contract document via E-mail during the sales tool process
- Integrate and send Password-Protected contract documents in Email templates
Note: This article was created with the help of artificial intelligence and editorially reviewed.