What you will accomplish

You will upload a PDF agreement once and tell the app where customer names, vehicle details, dates, and signatures belong. After you save the template, your team can send the same agreement to many customers without rebuilding the PDF each time.

When to use this guide

Use this guide before you:

• Send contracts from a customer record.
• Require contracts during customer onboarding.
• Ask customers to sign storage, service, or waiver paperwork online.

Before you start

• Have the final PDF on your computer (Word files must be saved or exported as PDF first).
• Confirm the wording was reviewed by the right owner, manager, or legal advisor.
• Know what the agreement is for (storage, service, event, waiver).
• Mark on paper where the customer must sign, initial, or type information.
• Sign in as a team member who can manage Settings.

Step 1: Open Contracts & Documents settings

1. Open Settings

   In the left sidebar, click Settings.

2. Open Contracts & Documents

   Go to Settings > Contracts & Documents.

   You will see two areas:

   • Contract templates and e-sign for PDFs customers sign.
   • Document types for uploads for files customers upload (covered in a separate guide).

Expected result: You are on the page where templates are created and managed.

Step 2: Start a new template

1. Click Add Template

   In Contract templates and e-sign, click Add Template.

   If this is your first template, the button may say Create First Template.

Step 3: Upload the PDF and name the template

1. Open the upload area

   In the Create Contract Template window, click the box that says Drag and drop a PDF file here, or click to browse.

2. Choose your PDF

   Select the agreement from your computer. The file must be a PDF and must be 20 MB or smaller.

3. Name the template

   Type a clear Name your team will recognize, such as Car Storage Agreement, Vehicle Storage Agreement, or Event Waiver.

4. Add a short description (optional)

   Explain when staff should use this template. Example: Use for all long-term collector vehicle storage customers.

5. Click Create & Configure

   Click Create & Configure at the bottom of the window.

   The app saves the template and opens the field editor.

Expected result: The template is created and you are taken to the field setup screen.

Step 4: Place fields on the PDF

Fields tell the app what information to place on the agreement when someone signs.

1. Open the template editor

   After Create & Configure, you land on the template editor for your new template. You can return later from Settings > Contracts & Documents by clicking Configure on a template row.

2. Drag fields onto the PDF

   From the side panel, drag each field type onto the correct place on the PDF preview.

   Common fields:

   • Customer Full Name — who is signing.
   • Customer Email or Customer Phone — contact details on the agreement.
   • Car Year, Car Make, Car Model, Car VIN — vehicle-specific agreements.
   • Customer Signature and Customer Initial — where the customer signs or initials.
   • Date — signing date on the PDF.
   • Free Text or Checkbox — extra statements the signer must complete or agree to.
3. Size each field

   Make each box large enough for the text or signature. Small boxes cause cramped signatures and hard-to-read agreements.

Expected result: The PDF shows clear boxes for names, vehicle details, dates, and signatures.

Step 5: Review each field's settings

Click a field on the PDF and check the Field Properties panel:

• It is on the correct page.
• It is large enough for the text or signature.
• Required fields are marked Required when the signer must complete them.
• Filled By is set to Team (at send time) when your staff enters the value before sending.
• Filled By is set to Signer (at signing) when the customer types or signs during the signing page.

Step 6: Choose signing options (if needed)

Scroll to Signing Options in the template editor before using the template with real customers.

• Require Signing Location — turn on only if your facility needs location verification when the customer signs. Customers see a browser location prompt on the signing page.
• Allow Future Auto-Signing — turn on only when the same agreement text will be reused for future vehicles and customers may opt in during signing. See the section below.

Future auto-signing (use carefully)

Future auto-signing lets a customer authorize the same template to be signed again for future vehicles without signing a brand-new copy every time.

Step 7: Save your field layout

1. Click Save Fields

   In the template editor, click Save Fields near the top of the page.

   Expected result: You see a confirmation that the template fields were saved. The boxes on the PDF stay where you placed them for the next contract you send.

2. Return to the template list (optional)

   Click the back arrow or open Settings > Contracts & Documents again. Your template should show in the list with an Active status.

Step 8: Test before going live

1. Pick a test customer

   Open a customer you can experiment with in Contacts. Use their real email only if you are comfortable receiving test messages—or use a test address you control.

2. Send a test contract

   On that customer record, open Documents & Contracts, click New Document, choose Contract, and follow Send a contract for signature.

   Expected result: A contract card appears with status Sent (or Draft until you send).

3. Open the signing link

   Open the email link yourself, or sign in as the test customer in the portal if the contract is part of onboarding.

   Walk through every page, signature, and initials field.

   Expected result: Status on the customer record becomes Completed and you can download a signed PDF.

What success looks like

• The template appears in Settings > Contracts & Documents.
• You can open the template from the list and see fields on the PDF.
• A test signing link opens, shows the correct vehicle and customer details, and completes with Signed or Completed on the customer record.

Troubleshooting

What to do next

If customers must upload supporting files, continue with Configure document requirements.

If every new customer should sign during onboarding, continue with Attach contracts to customer workflows.