Contract Management

The features within contract management provide the framework to manage programmes  for organisations by providing the ability to:

• Create a contract (s) for each corporate organisation
• Customise product pricing
• Upload participant data in CSV format
• Create unique invitation codes
  
  

Creating an Organisation

To begin, you need to create an organisation.

• From the top bar click on More > select Contract Management > then 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

You can create as many contracts as you wish for organisation to manage requirements for pricing, managing participants and creating unique invitation codes.

• From the top bar click on More > 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.
  • Adding programme start and end dates is optional.
• Click on Create.
• Use the three-dot action menu to View, Edit, Delete or Duplicate a contract.
  • Duplicate - allows you to use an existing contract as a starting point for a new contract.

Customising Pricing

A base price can is 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.

• From the top bar click on More > select Contract Management > select the required organisation > click on the contract name > from the left side bar, select Pricing
• Default pricing contract is created using the product base price.
• Use the three-dot action menu to Open Product, View, Edit or Delete default pricing
• To create new pricing > click New Price.
• Complete the required information:
  • Name - enter a name for the new price.
  • Code - enter a code for the new price, this is for internal use.
  • Product - select the product to be assigned to the contract.
  • Contract Price - adjust price as required.
  • Click Next.
• Adjust pricing for extras (where available). 
• Check Excluded if you do not wish to make optional extras available.
• Click Create.

Uploading Participant Data

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

To upload individual Participant Data

• From the top bar click on More > select Contract Management > select the required organisation > click on the Contract Name > select Participants from the left side bar > click New Participant.
• Enter Personal details > click Next.
• Enter Contact details > click Next.
• Enter Notes if required > click Create.

To bulk upload Participant Data

• From the top bar click on More > select Contract Management > select the required organisation > click on the Contract Name > click on Participants.
• Click on Upload CSV.
• Under the instructions click CSV template to download a CSV template.
• Complete mandatory CSV fields, save and close the CSV file.
• Click Choose File > select the file from your device > click Upload.
• Any discrepancies with data entry will be listed on the CSV Import Validation page.
  
  

• Uncheck the Update existing participant data box if  you do not wish to update existing records with the uploaded data.  This is often desirable as client profile data, entered during registration, is more up to date than data from an employer HR system.
• If there are no issues > click on Complete Import.
• Imported participant details will be listed on the 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:

• From the top bar click on More > 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.

• • Price - select the price to be assigned to the invitation codes.
• Add a Note to record relevant information to the batch of codes being created.
• Click on Create.
• Use the three-dot action menu to View, Edit, Open Product, Archive or Delete individual invitation codes.
• To generate additional codes > click on Generate Codes.
  
  

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

• To open the Manage Participants page, click on More > 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 download Invitation codes:

• From the top bar click on More > select Contract Management > select the required organisation > click on the Contract Name > click on Invitation Codes. 
• To download a CSV file of all contract invitation codes > click on Download CSV.
• Apply filters before proceeding to download CSV if required.

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 More > 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.