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Create Contract

Version 9.1 by David Stadnyk on 2026/04/21 18:21
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Create a Contract

A contract allows you to group session items and invoice a member on a recurring basis. The application will generate invoices automatically based on the contract settings.

Contract Types

There are four types of contracts:

TypeDescription
TermA fixed number of payments.
OngoingThe contract continues until stopped by the facility.
Paid In FullA single payment for the entire contract value.
ComplimentaryA contract for $0.00 with no recurring payments. Typically used for staff memberships, scholarships, or barter arrangements.

Navigating to Contracts & Packages

  1. Click Setup in the left-hand navigation sidebar.
  2. Hover over Inventory to expand its submenu.
  3. Click Contracts & Packages.

The Packages page includes search filters for Keyword, Type, Category, and Status. Click Search to display results. Two buttons are available in the top right: Add Package and Add Contract.

Creating a New Contract

Click Add Contract to open the contract creation screen. The screen is divided into four sections.

Contract Information

FieldDescription
Name (required)The name of the contract. Appears on invoices and in the online store.
Product CodeA barcode number for scanning the product.
Category (required)The category the contract belongs to. Revenue will be tracked in this category.
Tax Exempt ItemCheck if the contract should not be taxed.
CourseCheck to link this contract to a course on the schedule.
Allowed for StoreCheck to make this contract available in the online store.
Member Type AssignedAssigns a member type to the member upon purchase.
Only Available ToLimits which member types can purchase this contract. Defaults to All.
Assign to ProgramAssigns a program to the member upon purchase.
Update Members Rates (required)Select which members the pricing will apply to when updating an existing contract.

Current Items

The Current Items section displays all items added to the contract, showing the ID, Name, Category, Description, Quantity, Item Price, Item Total, Once, Expires In, and a Remove link for each.

Use the Add Items panel below to add items to the contract:

FieldDescription
CategorySelect the category of the item to add.
ItemSelect the specific item from the chosen category.
UnlimitedCheck if the quantity of this item is unlimited.
QuantityEnter the number of units if not unlimited.
Item PriceThe price per unit.
Item TotalThe calculated total for the item.
OnceCheck if the item should only be included once across all renewals.
Expires InHow long the service item remains available after purchase. Select a duration and time unit, or choose Specific Date to set a fixed expiry date for all members on this contract.

Click Add to add the item to the contract.

Note: The expiry duration should typically match the billing frequency set in the Renewal Details. For example, if billing monthly, set Expires In to 1 month.

Renewal Details

FieldDescription
Type of Contract (required)Select the contract type: Term, Ongoing, Paid In Full, or Complimentary.
Auto RenewalWhen checked, invoices are automatically generated from the purchase date.
Number of Times to AutorenewThe number of equal payments for the contract. Check Unlimited for ongoing contracts.
RulesSet the billing frequency. Choose Renew Every X Day(s)/Month(s) for time-based billing, or Remaining Items Less Than X for usage-based billing. Note: usage-based billing can only be used when the contract contains a single item.
Prorate First MonthWhen checked, the first payment is pro-rated based on the contract start date and the Payment Due Day.
Payment Due DayThe day of the month the payment is due. Set to 0 to use the contract sale date, 31 for the last day of the month, or a specific day between 1 and 30.

Contract Details

FieldDescription
Initiation FeeA one-time fee added to the contract value, charged at the time of signing.
Down PaymentAn upfront payment applied at the start of the contract. Choose Apply to All to distribute the remaining balance equally across payments, or Pre-pay to apply it to subsequent invoices until used up.
Number of Free PaymentsThe number of free payments offered from the start of the contract.
Last Payment FreeCheck to make the final payment free. Available for Term contracts only.
Invoice ValueThe value of each individual invoice. Calculated automatically.
Total Value of ContractThe total cost of the sale. Calculated automatically.
Payment AmountThe amount per payment. Calculated automatically.
Apply Tiered PricingCheck to enable family contract pricing. Tiered prices are applied automatically based on the number of members added to a contract during sale.
Total Due at SigningThe total amount due at point of sale. Calculated automatically.
Cancellation NoticeThe notice period required for a member to cancel the contract.
Renew at End of ContractSelect what happens when a Term contract ends: No Renewal (contract ends), Additional Term (renews for another term, with optional new payment amount), or Convert to Ongoing (goes month-to-month, with optional new payment amount).
ConditionsThe terms displayed on the contract. Choose Default Terms (configured under Setup > Personalize > Contracts) or set custom terms for this specific contract. For contracts billing through Member Solutions, select MSI Terms.

Click Save and Exit to save the contract, Save to save without exiting, or Back to return without saving.

Contract Status

After a contract has been sold to a member, it will display one of the following statuses:

StatusDescription
ActiveThe contract is active and payments are being made.
FrozenThe contract is active but payments are temporarily frozen.
InactiveThe contract is paid and the service expiration date has passed.
PaidThe balance is paid in full and the service expiration date is in the future.
StoppedThe contract has been terminated.

Still need help?

If you can’t find what you’re looking for, our support team is happy to help.

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