Creating a Contract
The contract creation wizard guides you through a 5-step process to generate an enrollment contract for an applicant. The wizard opens in a full-screen modal with a vertical stepper on the left side.
Accessing the Wizard
- Navigate to the Contracts page.
- Click the New Contract button in the page header.
- The wizard opens to Step 1.
Alternatively, you can initiate contract creation from an applicant's detail page, which pre-selects the applicant in Step 1.
TIP
You need the contracts.create permission to access the contract creation wizard.
Step 1: Select Applicant
- Search for the applicant by name or email.
- Click an applicant card to select them.
- The wizard loads the applicant's details (name, program, campus, enrolment year) which will be used to match contract types in the next step.
- Click the stepper or proceed to Step 2.
TIP
If you launched the wizard from an applicant's detail page, this step is pre-filled and you can proceed directly to Step 2.
Step 2: Select Contract Type
Based on the selected applicant's attributes (program, campus, academic year), the system displays available contract types in two groups:
Matched Types
These contract types have scope restrictions that match the applicant's attributes. They appear prominently at the top with full opacity.
Each card shows:
- Name and description of the contract type.
- Preview of next contract number (e.g.,
ENR-0042). - Company associated with this type.
- Template that will be used.
- Campus and Academic Year restrictions.
Other Available Types
Contract types that do not match the applicant but are still selectable. These appear with reduced opacity below the matched types.
- Click a contract type card to select it.
- A green checkmark appears on the selected card.
- Proceed to Step 3.
WARNING
If no contract types match the applicant, a warning message explains why. You can still select from the "Other Available" types, but verify the selection is appropriate.
Step 3: Review Details
Review the selected applicant and contract type before generation:
- Applicant -- Name, email, program, enrolment year.
- Contract Type -- Name, prefix, numbering, company, template.
- Contract Number -- The actual number that will be assigned.
Verify all details are correct before proceeding.
Step 4: Custom Fields
If the contract template includes custom fields or additional data entry requirements:
- Fill in any additional fields specific to this contract type.
- These may include custom notes, special terms, or override values.
- All required fields must be completed before proceeding.
Step 5: Preview & Create
- The system generates a preview of the contract document.
- Review the rendered document to verify:
- All variables have been replaced correctly.
- The fee table (if applicable) shows the correct items.
- Formatting and layout look professional.
- Click Create Contract to finalize.
The system:
- Generates the DOCX document with all variables filled in.
- Converts the DOCX to PDF.
- Uploads both files to secure storage.
- Creates the contract record in Draft stage.
- Assigns the auto-generated contract number.
After Creation
Once created, the contract appears in the Contracts List with a "Draft" status. From here you can:
- Open the contract to view its detail page.
- Send the contract to participants for signing.
- Download the generated PDF or DOCX.
- Edit contract -- revise title, signers, the fee schedule, or field overrides without recreating from scratch (see Editing a Contract).
- Void the contract if it was created in error.
- Delete the contract while it is still in Draft stage.
Navigating the Wizard
- Use the stepper on the left side to jump between completed steps.
- Click Back to return to the previous step without losing data.
- Click X (close) to cancel the wizard entirely. All progress will be lost.
WARNING
The wizard does not save drafts. If you close the wizard before completing Step 5, you will need to start over.