Sending & Sharing Contracts

Once a contract is generated and in Draft stage, the next step is to send it to participants for review and signature. The system provides multiple ways to distribute contracts and track their delivery.

Sending a Contract

Coming soon — an interactive walkthrough will be added here.

Sending a Contract

From the Contract Detail Page

1. Open the contract detail page.
2. Click the Send button in the page header.
3. The Send Contract modal opens, showing:
   • Contract number being sent.
   • Participants list with their names, roles, and email addresses.
   • The contract's current stage.
4. Review the participant list to ensure all email addresses are correct.
5. Click Send.

The system:

• Sends an email to each participant with a link to view and sign the contract.
• Updates the contract stage from Draft to Sent.
• Records the sent timestamp.

TIP

You can edit participant email addresses before sending. Click the edit icon next to any participant's email on the detail page to correct it.

Resending a Contract

If a participant did not receive the email or needs a reminder:

1. Open the contract detail page.
2. Click the Resend button (available for contracts in Sent, In Progress, or Declined stage).
3. The send modal opens again. All participants receive a new email.

For individual participants:

1. Find the participant in the Participants card on the detail page.
2. Click the resend button (paper airplane icon) on their row.
3. Only that participant receives a new email.

Resending to Everyone Still Pending

When the contract has signers in mixed states (some already signed, some still pending), you can re-nudge only the people who have not yet acted without disturbing those who have:

1. Open the contract detail page.
2. Click Resend to all pending in the header (only visible when at least one signer is still in Pending status).
3. Each pending signer receives a new notification through the contract's current delivery channel -- email link if the channel is Email, DocuSign reminder if the channel is DocuSign.

One bulk-resend audit entry is written per click so you can see in the contract's history how many nudges have gone out and when.

Resending a Declined Contract

When a contract has been declined by a participant:

1. You can resend the contract, which resets all participant statuses to "Pending".
2. This gives participants a fresh opportunity to review and sign.

WARNING

Resending a declined contract resets all participant statuses. Even participants who previously signed will need to sign again.

Switching Delivery Channel

A contract can collect signatures over email shared links or through DocuSign. You can switch channels at any time while signatures are still pending -- you do not need to void and recreate the contract.

1. On the contract detail page, open the overflow menu (three-dot icon).
2. Click Switch delivery channel. A modal opens showing the current channel and how many signers are still pending.
3. Pick the target channel. The button for the current channel is disabled; the other is clickable when the underlying integration is connected (DocuSign requires a working DocuSign connection on the Integrations page).

From Email to DocuSign

A short form asks for the DocuSign recipient(s) -- one or two rows, auto-populated from the pending signers. You can optionally adjust the email subject and message that DocuSign sends. On save:

• A new DocuSign envelope is created and emailed.
• Existing shared-link URLs stay alive but the public page now displays a "Signing has been moved to DocuSign" notice instead of the upload form.
• The header chip flips to via DocuSign.

From DocuSign to Email

You choose what happens to the existing envelope:

• Void existing envelope (default; flips on automatically when at least one party has signed in DocuSign) -- DocuSign signatures are discarded; everyone signs again over the email-link flow.
• Keep envelope for history -- DocuSign envelope is left intact for audit, and email shared links go out for any signers still pending.

WARNING

Voiding a DocuSign envelope that has captured signatures permanently discards those signatures. Confirm with anyone who has already signed before choosing this option.

After switching, the header chip updates to reflect the new channel. If both channels remain in flight (e.g., you kept a partially-signed DocuSign envelope and emailed the rest), the chip shows via Email + DocuSign.

Sharing a Contract

Beyond the formal sending process, you can share contract documents directly:

Share via Email

1. On the contract detail page, use the Share functionality.
2. Enter the recipient's email address.
3. The system sends an email with a link to the contract document.

Presigned URLs

Contract documents are stored securely in S3. When you share or download a document, the system generates a presigned URL:

• The URL is valid for 15 minutes after generation.
• It provides direct, authenticated access to the PDF without requiring a system login.
• After expiry, the URL no longer works. Generate a new one if needed.

TIP

Presigned URLs are ideal for sharing contracts with external parties who do not have system access. However, since they expire after 15 minutes, instruct recipients to download the document promptly.

Upload Link

You can also share an upload link that allows a participant to upload their signed copy:

1. Generate an upload link from the contract detail page.
2. Share the link with the participant.
3. They can upload a signed PDF or scanned copy directly through the link.

What Participants Receive

When a contract is sent, each participant receives an email containing:

• Contract number and title.
• School name and branding.
• A secure link to view the contract document.
• Instructions for reviewing and indicating their decision (sign or decline).

Tracking Delivery

On the contract detail page, the Participants card shows the status of each recipient:

Status	Meaning
Pending	Email sent, awaiting response
Signed	Participant has signed (with timestamp)
Declined	Participant has declined (with timestamp)

The contract's overall stage updates automatically based on participant actions (see Lifecycle & Stages).

Email Delivery Issues

If a participant reports not receiving the email:

1. Verify their email address is correct on the contract detail page.
2. Ask them to check their spam/junk folder.
3. Use the individual resend button to send a new email.
4. If problems persist, share the presigned URL directly as an alternative.

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