Contracts

Use Contracts to keep business documents in one place and track which people they are assigned to.

Contracts are document records. They do not replace legal review.

On the Enterprise plan, you can also send contracts to your team to sign online. See Send contracts for e-signature.

Open contracts#

Go to Admin > Contracts.

The page has contract records and assignments.

Create a contract#

1. Click New Contract.
2. Add a title and description.
3. Choose Membership, Teacher Contract, or Staff Contract.
4. Set the start and end dates.
5. Upload a PDF document.
6. Click Create Contract.

Use a clean final document, not a draft with internal notes.

Version history#

When a contract changes, open Version History to keep track of document updates. The history dialog lets you preview a version or click Restore.

Version history helps you understand which document was active at a point in time. It does not decide whether a legal change is valid.

Assign contracts#

From a contract row, click Assign when a contract should be connected to a person. Search for users, select the users and contract version, then confirm the assignment.

Assignments help you track:

• Who the contract belongs to
• Which contract version was assigned
• Whether follow-up is needed

Send contracts for e-signature#

Contract e-signature lets you build a contract package once, send each person on your team their own copy, and countersign it once they have signed. It is part of the Enterprise plan. The Contracts page described above keeps working as it does today.

Before you start#

Contract e-signature needs all of these:

• Enterprise plan: The feature list on Admin > Settings > Billing lists Contracts e-signature for the Enterprise plan.
• Switched on by Naayya: Naayya support switches contract e-signature on for each business. Contact support to switch it on.
• Business Terms and DPA accepted: the business owner accepts the current Business Terms and Data Processing Agreement in the Naayya agreement section of Admin > Settings > Billing. See Naayya agreement.
• Permission: you need the View Contracts or Manage Contracts permission for the business.

Once contract e-signature is switched on, Templates and Sent show under Contracts in the admin menu.

If a step is missing when you open one of these pages, the page shows a message instead:

• Send contracts for e-signature: your plan does not include contract e-signature. Click View plans to compare plans.
• Not switched on yet: your plan includes it, but it is not switched on for this business yet. Contact Naayya support to switch it on.
• Accept the Business Terms and DPA: the business owner can click Review and accept on this message. Other team members see a note asking the owner to accept it in the Naayya agreement section of Settings, Billing.
• No access: you need the View Contracts or Manage Contracts permission for this business. Ask the business owner.

With View Contracts, you can see templates and sent contracts. Changing templates, sending contracts, verifying uploads, and countersigning need Manage Contracts.

Create a template#

1. Go to Admin > Contracts > Templates.
2. Click New template.
3. Enter a Title, then click Create template. The template opens with one document to sign.
4. On the Documents and blanks tab, paste your contract text into the document. You can paste it from Word.
5. Add the blanks that change for each person (see below), and put them in the text.
6. Click Save.

Click Preview PDF at any time to see the package filled with sample values.

Documents#

A template can hold more than one document. In the Documents panel, click Add and choose:

• Document to sign: a document the person signs.
• Translation, for information: a translation of a document to sign. It is shown for information. The document it translates is the text that binds.

For each document, set the Document title, the Language, and the Role (To sign or Translation). Click Remove document to take one out. Nothing is deleted until you save.

Blanks#

Blanks are the details that change for each person, such as a name, a start date, or a salary.

1. In the Blanks panel, click Add blank.
2. Enter a Name and choose a Type: Text, Date, Amount, Email, Phone, Address, IBAN, or National ID number.
3. Under Filled in by, choose Business if you fill it in when you send, or Recipient if the person fills it in when they sign.
4. Optional: add Why we ask (optional). The person sees it next to the field.
5. Turn Required on or off.
6. Click Add blank.

To put a blank in the text, place the cursor in the document, then click the blank in the Blanks panel.

For an IBAN or National ID number blank, choose what happens under In the contract:

• Keep in the vault only (recommended): stored encrypted for your records and payroll. Not printed in the contract.
• Print in the contract: the value is printed in the signed PDF. You must enter a Reason for printing.

Uploads and validity#

Open the Uploads and validity tab.

Under Details:

• Valid from and Valid until set the dates the contract is valid.
• Status is Draft, Ready to send, or Archived. You can send only a template that is Ready to send. It needs the text of at least one document to sign first.
• Internal note (optional) is for your team, for example who the template is for.

Under Required uploads, click Add upload for each document the person must upload while signing:

• Name, and a Kind: ID document, Health insurance card, Proof of bank details, or Other document.
• Why you need it is required. The person sees it.
• Required to sign decides whether the person can sign without it.

Click Save when you are done.

Send a contract#

1. Open a template that is Ready to send, with no unsaved changes.
2. Click Send.
3. Under Who gets it, tick each person, or tick All staff. Contracts go to people with a staff role in this business.
4. Under What you fill in, fill in the business blanks for each person. Click Preview to check a person's copy before sending.
5. Check the Sign by date. It starts two weeks from today, or on the template's Valid until date if that is sooner. Leave it empty for no date.
6. Click the send button, which shows how many people you chose (for example Send to 3 people), then click Send to confirm.

Each person gets an email with a link to read and sign their copy. After the Sign by date, a contract that is still open shows as Overdue.

Once a template's Valid until date has passed, it can no longer be sent.

What the person signing sees#

The link in the email opens the contract in the person's Naayya account. They sign in first if needed. They also find it under Account > Contracts, in Sent to you for signature.

Signing has six steps: Read, Details, Uploads, Review, Code, and Sign. Before they fill anything in, they see a notice that explains who is asking for their details, why, and how long each detail is kept.

At the Code step, they tick I agree to sign electronically, click Email me a code, and enter the 6-digit code from the email. The code works for 10 minutes. Then they sign and click Sign the contract. The contract then waits for your countersignature.

Track sent contracts#

Go to Admin > Contracts > Sent. The Sent contracts page shows where each contract is. Use the Open, Completed, and All tabs to filter the list.

Each row shows the Person, Contract, Status, Sent date, Sign by date, Reminders, and Last update. Statuses include:

• Sent: the email went out.
• Viewed: the person opened the contract.
• Awaiting countersignature: the person signed. It is your turn.
• Completed: both sides signed.
• Expired: the contract was not completed before the template's Valid until date passed.

Reminders go out on day 3, then every 3 days, up to 5. They stop when the person signs or the contract expires, or if an email did not reach the person.

If an email did not reach the person, the row shows Email bounced, Marked as spam, or Email blocked. Check their email address.

Countersign a contract#

1. On the Sent contracts page, find a contract that is Awaiting countersignature and click Countersign.
2. Check the signed copy: click Open their signed copy (PDF) and check their details.
3. Verify each upload: click Open to check the file, then click Mark verified and confirm with Verify and delete the file. The file is deleted for good once you verify it, and the check is recorded. A file that was not verified in time shows Deleted after 30 days.
4. Confirm it is you: tick I agree to sign electronically, click Email me a code, and enter the code from your email.
5. Countersign: sign and click Countersign.

You and the person each get an email with a link to the final PDF.

Only someone with the Manage Contracts permission can verify uploads and countersign. Others see View instead of Countersign.

Download a signed contract#

On the Sent contracts page, open the Completed tab, click Signed PDF on the row, then click Download the signed contract (PDF).

The person who signed can download it from the email link or from Account > Contracts.

Common issues#

The upload fails#

Check the file type and file size. Try a fresh copy of the document.

A person is missing from assignment#

Check that the person exists in the relevant customer or staff records.

The contract dates are wrong#

Edit the contract record or create a new version if the document itself changed.

Templates and Sent are missing from the menu#

They show only when contract e-signature is switched on for the business and you have the View Contracts or Manage Contracts permission. See Before you start.

The Send button is missing on a template#

Set the template's Status to Ready to send and click Save. Sending also needs the Manage Contracts permission.

A person is missing from Who gets it#

Contracts go to people with a staff role in this business. Invite the person as staff first.

Related articles#

• Staff Management
• Plan Features
• Roles & Permissions
• Customer Details
• Waivers & Terms
• Reports