Contract Templates (DOCX)

Contract templates are DOCX files that serve as the blueprint for generated contract documents. They contain variable placeholders that the system replaces with actual data (student names, parent details, fees) when a contract is generated.

Accessing Contract Templates

1. Go to Contracts > Configuration.
2. Select the Contract Templates tab.

How Templates Work

1. You upload a DOCX file containing your contract text with {{variable}} placeholders.
2. When a contract is created, the system:
   • Reads the DOCX template.
   • Replaces all {{variable}} placeholders with real data from the applicant, school, and contract type.
   • Generates a filled DOCX file.
   • Converts the DOCX to PDF for viewing and sharing.

Creating a Template

1. Click Add in the template section header.
2. Fill in the template details:
   • Name (required) -- A descriptive name (e.g., "Standard Enrollment Agreement", "Nursery Program Contract").
   • DOCX File -- Upload your template file.
   • Fee Items -- Select which fee items should be included in the fee table when this template is used.
   • Active -- Toggle whether the template is available for use.
3. Click Save.

Template Variables

Use double curly brace syntax in your DOCX file to insert dynamic data. Common variables include:

Student & Family

• {{student_name}} -- Student's full name
• {{student_first_name}} -- Student's first name
• {{student_last_name}} -- Student's last name
• {{student_dob}} -- Student's date of birth
• {{parent_name}} -- Primary parent/guardian name
• {{parent_email}} -- Primary parent email
• {{parent_phone}} -- Primary parent phone

School & Contract

• {{school_name}} -- School name
• {{campus_name}} -- Campus name
• {{contract_number}} -- Auto-generated contract number
• {{contract_date}} -- Date the contract was created
• {{academic_year}} -- Enrolment year name
• {{program_name}} -- Program name

Company & Signatory

• {{company_name}} -- Legal entity name
• {{company_address}} -- Company address
• {{company_registration}} -- Registration number
• {{signatory_name}} -- Authorized signatory name
• {{signatory_title}} -- Signatory's job title

Fee Tables

• {{fee_table}} -- A dynamically generated table of fee items with names, amounts, and currency.

TIP

The exact set of available variables depends on your system configuration. Check the contract creation preview to verify that all variables resolve correctly before sending.

Fee Table Configuration

When creating or editing a template, you can select which fee items (from the Fees configuration) should appear in the fee table:

1. In the template modal, find the Fee Items section.
2. Check the fee items that should be included in contracts using this template.
3. When a contract is generated, the {{fee_table}} variable is replaced with a formatted table of the selected fees.

Formatting Tips for DOCX Templates

1. Use standard fonts -- Stick to widely available fonts (Arial, Times New Roman, Calibri) for consistent rendering.
2. Keep formatting simple -- Complex layouts, text boxes, and advanced formatting may not convert cleanly to PDF.
3. Test with real data -- Use the contract preview feature to verify how the final document looks.
4. Place variables inline -- Variables should be part of the normal text flow, not inside text boxes or headers/footers.

WARNING

Ensure variable names in your DOCX exactly match the system variable names, including spelling and casing. A mistyped variable (e.g., {{studnet_name}}) will appear as-is in the generated document rather than being replaced.

Managing Templates

Editing a Template

Click the edit button on the template row to update its name, replace the DOCX file, or modify fee item selections.

Activating / Deactivating

Use the toggle switch to make a template active or inactive. Inactive templates cannot be selected when creating new contract types.

Reordering

Drag templates by their handle to change the display order. The order is saved automatically.

Deleting

Click the delete button and confirm. Templates linked to active contract types cannot be deleted.

Searching Templates

Use the search box above the template list to filter templates by name. This is helpful when you have many templates.

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