Create Contract
Last updated on April 21, 2026
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:
| Type | Description |
|---|---|
| Term | A fixed number of payments. |
| Ongoing | The contract continues until stopped by the facility. |
| Paid in Full | A single payment for the entire contract value. |
| Complimentary | A contract for $0.00 with no recurring payments. Typically used for staff memberships, scholarships, or barter arrangements. |
Navigating to Contracts & Packages
- Click Setup in the left-hand navigation sidebar.
- Hover over Inventory to expand its submenu.
- 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
| Field | Description |
|---|---|
| Name (required) | The name of the contract. Appears on invoices and in the online store. |
| Product Code | A barcode number for scanning the product. |
| Category (required) | The category the contract belongs to. Revenue will be tracked in this category. |
| Tax Exempt Item | Check if the contract should not be taxed. |
| Course | Check to link this contract to a course on the schedule. |
| Allowed for Store | Check to make this contract available in the online store. When checked, two additional fields appear: Image (an optional photo that appears in the online store) and Description (a text description that appears in the online store). |
| Member Type Assigned | Assigns a member type to the member upon purchase. |
| Only Available To | Limits which member types can purchase this contract. Defaults to All. |
| Assign to Program | Assigns 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:
| Field | Description |
|---|---|
| Category | Select the category of the item to add. |
| Item | Select the specific item from the chosen category. |
| Unlimited | Check if the quantity of this item is unlimited. |
| Quantity | Enter the number of units if not unlimited. |
| Item Price | The price per unit. |
| Item Total | The calculated total for the item. |
| Once | Check if the item should only be included once across all renewals. |
| Expires In | How 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
| Field | Description |
|---|---|
| Type of Contract (required) | Select the contract type: Term, Ongoing, Paid in Full, or Complimentary. |
| Auto Renewal | When checked, invoices are automatically generated from the purchase date. |
| Number of Times to Autorenew | The number of equal payments for the contract. Check Unlimited for ongoing contracts. |
| Rules | Set 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 Month | When checked, the first payment is pro-rated based on the contract start date and the Payment Due Day. |
| Payment Due Day | The 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
| Field | Description |
|---|---|
| Initiation Fee | A one-time fee added to the contract value, charged at the time of signing. |
| Down Payment | An upfront payment applied at the start of the contract. Choose Apply to All to recalculate all monthly payments equally, or Pre-pay to apply it to the next upcoming invoices until used up. |
| Number of Free Payments | The number of free payments offered from the start of the contract. |
| Last Payment Free | Check to make the final payment free. Available for Term contracts only. |
| Invoice Value | The value of each individual invoice. Calculated automatically. |
| Total Value of Contract | The total cost of the sale. Calculated automatically. |
| Payment Amount | The amount per payment. Calculated automatically. |
| Apply Tiered Pricing | Check 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 Signing | The total amount due at point of sale. Calculated automatically. |
| Cancellation Notice | The notice period required for a member to cancel the contract. Options are: No Cancellation Allowed, No Notice Required, or a specific number of days. |
| Renew at End of Contract | Select what happens when a Term contract ends: No Renewal (contract ends), Additional Term (renews for another term, with optional new payment amount), or Converts to Ongoing (goes month-to-month, with optional new payment amount). |
| Conditions | The 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:
| Status | Description |
|---|---|
| Active | The contract is active and payments are being made. |
| Frozen | The contract is active but payments are temporarily frozen. |
| Inactive | The contract is paid and the service expiration date has passed. |
| Paid | The balance is paid in full and the service expiration date is in the future. |
| Stopped | The contract has been terminated. |
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