Contract Types & Numbering

Contract types (also called "series") define the categories of contracts your school offers. Each type configures a numbering pattern, links to a company and template, and can be restricted to specific programs, campuses, or academic years.

Accessing Contract Types

1. Go to Contracts > Configuration.
2. Select the Contract Types tab (labeled "Series").

Creating a Contract Type

1. Click Add in the section header.
2. Fill in the configuration fields:

Basic Information

• Name (required) -- A descriptive name for this contract type (e.g., "Enrollment Contract 2025", "Summer Camp Agreement").
• Description -- Optional description for internal reference.
• Color -- A color identifier that appears on contract cards and badges.

Company & Template

• Company -- Select the legal entity that will issue contracts of this type.
• Contract Template -- Select the DOCX template to use for document generation.

Scope Restrictions

• Campus -- Optionally restrict this type to a specific campus. When set, only applicants at that campus will see this contract type during creation.
• Academic Year -- Optionally restrict to a specific enrolment year.
• Programs -- Optionally restrict to specific programs. If no programs are selected, the type applies to all programs.

Numbering Configuration

• Prefix -- A string prefix for contract numbers (e.g., "ENR-", "SC-"). The generated number will be PREFIX + sequential number.
• Next Number -- The next sequential number to be assigned. This increments automatically with each new contract.
• Reset Rule -- How the sequential counter resets:
  • Never -- Counter never resets; numbers grow indefinitely.
  • Yearly -- Counter resets to 1 at the start of each calendar year.
  • Per Academic Year -- Counter resets when the academic year changes.

3. Click Save.

How Contract Numbering Works

When a new contract is created, the system:

1. Reads the prefix and next number from the selected contract type.
2. Generates a contract number (e.g., ENR-0042).
3. Atomically increments the next number to prevent duplicates, even with concurrent contract creation.

Example

With prefix ENR- and next number 42:

• Contract number: ENR-0042
• Next contract of this type: ENR-0043

TIP

The contract creation wizard shows a preview of the next contract number on each contract type card, so you know what number will be assigned.

Matching Contract Types to Applicants

When creating a contract via the wizard, the system automatically categorizes available contract types:

• Matched -- Contract types whose campus, academic year, and program restrictions match the selected applicant. These appear prominently at the top.
• Other Available -- Contract types that do not match the applicant's attributes but are still selectable. These appear below the matched types with reduced opacity.

WARNING

If no contract types match the selected applicant, a warning message appears. You can still select from the "Other Available" types, but verify that the contract type is appropriate.

Reordering Contract Types

Contract types can be reordered by drag-and-drop:

1. Ensure no search filter is active.
2. Use the drag handle (horizontal lines icon) on the left side of each row.
3. Drag to the desired position.
4. The new order is saved automatically.

Editing a Contract Type

1. Click the edit button on the contract type row.
2. Update the desired fields.
3. Click Save.

WARNING

Changing the prefix or next number on an existing contract type does not affect already-generated contracts. Only future contracts will use the updated settings.

Deleting a Contract Type

Click the delete button on the contract type row and confirm. Contract types with existing contracts cannot be deleted.

Was this helpful?