Manage agreement templates

Who this is for

This guide is for whoever owns the studio's paperwork: an owner, a manager, or staff with the members.change permission.

An agreement template is the document families sign. It has a lifecycle you can see on the page: Draft while you write it, Published once families can sign it, and Archived when you retire it.

The property that matters is that published content is versioned. Editing a published agreement produces a new version rather than rewriting the one people already signed, so what somebody agreed to stays what they agreed to.

Before you begin

• Have the wording ready, or be prepared to draft it here.
• Know that only a published agreement can be sent or signed. A draft cannot be requested from a family.
• Know that archiving does not invalidate signatures already collected.

Steps

1. Click Settings in the left navigation, then Member agreements, then the Agreement templates tab. With none set up it reads No agreement templates and invites you to create one.
2. Click New agreement.
3. Give it a title families will recognise, and write the content.
4. Save it. It stays a Draft until you publish it, and each template shows its version number and when it last changed.
5. Publish it when the wording is right. It moves under Published, and only then can it be sent or signed.
6. To change a published agreement, edit it and publish again. That creates a new version; signatures already collected stay attached to the version that was signed.
7. To retire one, archive it. It moves under Archived and stops being offered for new signatures.

Expected outcome

The templates page groups agreements by where they are in their lifecycle: drafts you are still writing, Published ones families can sign, and Archived ones you have retired. Each shows a version number and the date it last changed.

A published agreement becomes available everywhere signatures are collected, including the Request signatures and Sign here actions on a household; see Manage member agreement completion.

Publishing a new version does not alter what anyone has already signed. That is the reason it versions rather than editing in place.

Screenshots

Recovery

If an agreement does not appear when you try to send one, check it is published rather than still a draft. A draft is invisible to the sending flow on purpose.

If you archived one families still need, unarchive or republish it. Signatures collected before archiving are unaffected either way.

If you published wording with a mistake, fix it and publish again rather than trying to undo. The corrected version applies to future signatures, and the earlier one stays attached to the people who signed it, which is what you want if anyone ever asks what they agreed to.

If saving or publishing fails, PositiveForm shows the reason and the template is unchanged.

Related guides

• Manage member agreement completion — send a published agreement to a family, or record one they signed on paper.
• Sign a public agreement — what the signer sees when they open the link.