Creating a Contract Template
- Go to Contracts → New Contract.
- Fill in:
| Field | Notes |
|---|---|
| Title | E.g., "Boarding Agreement & Liability Waiver" |
| Version | A whole number — bump it yourself when you make significant changes |
| Content | Full text of the contract. Plain text — line breaks and spacing are preserved exactly as typed. |
| Active | Toggle to make the template available for signing |
| Required | If checked, new reservations are blocked until this contract is signed (staff can tick the override) |
- Click Create Template (or Update Template when editing).
Sending a Contract for Signature
- Open a contract template.
- In the Send Contract for Signing panel, search for the pet owner you want to send it to.
- Click Send for Signing. The owner receives an email with a secure link to review and sign.
Bulk Send from a Pet Owner Profile
When an owner has more than one unsigned contract (common for first-time clients) you can send them all in a single email:
- Open the pet owner's profile.
- Click the Send Contracts button in the header (only shown when contracts are enabled and at least one is unsigned for that owner).
- In the modal, tick the contracts you want included — or use Select All.
- Click Send Email. The owner receives one email with a single bulk-signing link covering every selected contract.
- The bulk-sign page walks them through each document with a live progress bar and a completion screen once all are signed.
Override at Booking
If you need to create a reservation before the owner has signed required contracts, the new-reservation form lists exactly which contracts are missing and shows an Override contract requirements checkbox. Tick the box to proceed — the booking is then created as normal.
How Clients Sign
The client clicks the link in their email (or finds the contract in their Customer Portal). They review the full contract text, type their name as a digital signature, and click Sign. The signature is recorded with a timestamp.
Viewing Signatures
A contract template's page always lists everyone who has signed in its Signatures panel, along with the version they signed and the date. Once the list grows past eight signatures, a Search signers… box appears (matching on the signer's name) and the panel pages eight at a time with chevron controls. The panel's header count and coverage bar always reflect the whole list, not just the current page or search matches.
Downloading a Signed PDF
Every signed contract can be downloaded as a polished, court-ready PDF — useful for your records or to hand to a client.
- Staff: On the contract template's signatures list, click the PDF button next to any signature.
- Pet owners: They can download their own copy from the Contracts section of the Customer Portal, and from the confirmation page right after they sign.
The PDF carries your facility logo, the document title and version, the full contract text, an ELECTRONICALLY SIGNED block showing the typed signature, and an audit trail — signer name and email, the signing time in your local time and UTC, IP address, device, and a REF id. The staff PDF link downloads it as contract-title-signer-name-date.pdf; the owner's portal copy opens in the browser.
Updating a Contract
When you make significant changes, bump the Version number yourself on the edit form. Old signatures are kept on record (badged with the version they signed), but they no longer satisfy a required contract — bumping the version puts the contract back in front of every prior signer to re-sign the new terms.