Contract Management

The contract management function aims to assist in the management of customers by enabling:

• Multiple contracts for each corporate organisation
• Customisable product pricing
• Upload of participant data in CSV format
• Creation of unique invitation codes
  
  

Creating an Organisation

An organisation can be created for each customer within which contracts can subsequently be created.

• Click on your name on the top right-hand corner > select Contract Management > click New Organisation.
• Complete the required information:
  • Name - enter the organisation name.
  • Code - enter a code for the organisation, this is for internal use.
• Click on Create.
• Use the three-dot action menu to View, Edit or Delete an organisation.

Creating a Contract

Multiple contracts can be created for an Organisation to customise pricing, manage participants and create unique invitation codes.

• Click on your name on the top right-hand corner > select Contract Management > click on the name of the organisation you wish to create a contract for > click New Contract
  • Name - enter a contract name.
  • Code - enter a code for the contract, this is for internal use.
  • Invitation Prefix - enter a code that will prefix any invitation codes created.
  • Programme - select the programme to be assigned to the organisation.
• Click on Create.
• Use the three-dot action menu to View, Edit or Delete a contract.

Customising Pricing

A base Product price can be applied, with or without optional extras, when a product is created.  The price for a product can be customised within a contract to offer the same product at variable prices.

• Click on your name on the top right-hand corner > select Contract Management > select the required organisation > click on the contract name > select Pricing > click on Add Product / Price
• Complete the required information:
  • Name - enter a name for the New Product / Price
  • Code - enter a code for the New Product / Price, this is for internal use
  • Product - select the product to be assigned to the contract
• The default product price will be displayed.
• Check the Custom Price box to customise pricing > enter the required price 
• Extra Prices are customisable for products that have optional extras available. Check the box if you wish to Exclude optional extras.  Enter a custom price is required.
• Click on Create.
• Use the three-dot action menu to Open Product, View, Edit or Delete a price.

Uploading Participant Data

Participants can be uploaded individually or in bulk in CSV format.

To upload individual Participant Data

• Click on your name on the top right-hand corner > select Contract Management > select the required organisation > click on the Contract Name > click on Participants > Add Participant.
• Enter participant information > click Create

To bulk upload Participant Data

• Click on your name on the top right-hand corner > select Contract Management > select the required organisation > click on the Contract Name > click on Participants.
• Click on Upload CSV
• Follow the Instructions to download and open the empty CSV template.
• Complete mandatory CSV fields, save and close the CSV file.
• Click on Choose File > Upload
• Any discrepancies with data entry will be listed on the CSV Import Validation page.
• If there are no issues > click on Complete Import
• Imported participant details will be listed on the Manage Participants page.

Invitation Codes

Unique invitation codes can be generated to link clients to a specific contract and product price, either by creating unassigned invitation codes that can be distributed to participants to book an appointment or by generating individual participant codes within a contract.

To generate unassigned Invitation Codes:

• Click on your name on the top right-hand corner > select Contract Management > select the required organisation > click on the Contract Name > click on Invitation Codes > click on Generate Codes
• Complete the required information:
  • Quantity - the number of codes you wish to generate.
  • Code width - select the required code width between 6 and 20.  Note the number of characters will be in addition to the Invitation Prefix.
  • Price - select the price to be assigned to the invitation codes.
• Click on Generate
• Use the three-dot action menu to Open Product, View, Edit or Delete an invitation code.
• To generate additional codes > click on Generate Codes
• To download a CSV file of all contract invitation codes > click on Download CSV

To generate a single Invitation Code for a Participant within a Contract

• To open the Manage Participants page, click on your name on the top right-hand corner > select Contract Management > select the required organisation > click on the Contract Name > click on Participants.
• Click on Generate Code > select a code width and assign a product price > click on Generate.

To generate invitation codes and assign to Participants within a Contract

Invitation codes can be created for a list of Participants within a contract.  A CSV of the participant list will need to be downloaded, add the price code for participants to the CSV file and re-upload the file.

• To open the Manage Participants page, click on your name on the top right-hand corner > select Contract Management > select the required organisation > click on the Contract Name > click on Participants > Download CSV
• Open the CSV file and add an accepted value in the Price Code field for each participant you want an invitation code generated for.
• Save the file as a CSV
• Click on Choose File > select file > click on Upload
• Any issues listed on the CSV Import Validation page, must be correct to enable import.
• If there are no issues / when issues are resolved > click on Complete Import
• Invitation codes will be displayed when the CSV file is successfully imported.
• Click on Download CSV to generate a CSV file of participant data including their invitation codes.