Managing Contracts & Permissions

The day-to-day operations side: who can do what, how to find the contract you need, and how to retire contracts you no longer want active.

Capability Matrix

Staff means the Administrator, Editor, System Admin, Representative, Sales, and Tech roles. Client and contractor roles are never staff for contracts, and AI agents can't manage contracts.

Capability	Who Has It
View any contract	Staff
View own contracts	Signers; people at the contract's client company when the contract is shared (not private)
Create, edit, and duplicate contracts and templates	Staff
Place fields	Staff
Send and resend	Staff
Sign a contract	The people it was sent to
Download a signed PDF	Staff; the signers; company owners (the client admin role) for their company's signed copies — unless the contract is private
Archive, restore, delete	Staff
Export to CSV	Staff
View submissions and the audit trail	Staff
Manage categories	Staff who can manage categories
Manage E-Signature settings	Administrator

Client users only ever see and sign what's theirs — staff actions such as edit, send, delete, export, and the audit trail aren't available to them, whatever their role.

Subscriber role users are blocked from the Contracts page entirely (redirected to home).

The Contracts List

The Contracts list is built for quick scanning on any screen:

• Works on phones and beside a pinned side panel. Less important columns fold into a short summary under each title instead of making you scroll sideways.
• One main action per row — Send for drafts and templates, Sign for contracts waiting on you, Download PDF for signed contracts, or Open. Everything else lives in the row's ⋯ menu.
• Templates show how many copies are signed and how many are awaiting, with a link to every signed copy.
• No page reloads — archive, restore, delete, and category changes update the list in place, and confirmations use the portal's own dialogs.

The ⋯ menu (staff)

Depending on the contract, the menu offers:

• Open
• Download signed PDF
• Preview PDF
• Edit (unsigned only)
• Resend (sent contracts)
• Save as template / New contract from template
• Duplicate (unsigned only)
• Archive (signed contracts)
• Delete (unsigned or archived contracts)

Clients see a simpler list with just Open and, for signed contracts, Download signed PDF.

Manage Mode

Staff can switch the Contracts page into Manage Mode with the Manage Contracts button in the toolbar.

Manage Mode adds:

• Drafts and templates with their staff actions
• Bulk action toolbar when contracts are selected — archive, restore, delete, assign category
• Extra columns — PDF file name, resend count, and who signed
• Export CSV button
• Browser-signed PDF badges where a signed copy couldn't be rebuilt on the server (see Browser-Signed PDFs)
• Manage Categories for editing the category list

Default mode is the cleaner list, with only the actions that apply to you.

The Side Panel

Pinned contracts open in the portal's side panel, so you can keep a contract beside whatever you're working on — including on the single contract and client pages.

The panel shows the contract's summary — status, client, signers, and dates — and the signed PDF once it's signed. Signing itself always happens on the full contract page: an unsigned contract shows an Open to sign button.

The panel follows the same rules as the contract page — people only see contracts they're allowed to see.

The Submissions View

Every signed copy made from a template (and every copy still waiting) is listed in the Submissions view.

Opening it

From the Contracts page, click Submissions in the toolbar (staff). You can also click the N signed badge on any template row to see just that template's copies.

What you see

A table with one row per copy:

Column	Notes
Submission	The signed copy — template name + recipient
Client	The client the copy belongs to — or individual
Template	Link back to the template
Signer	The recipient
Sent	When their copy was sent
Signed	When they signed
Status	Pending / Viewed / Signed / Declined / Expired
Actions	View or download the signed PDF, and more

Filter by status, template, client, and date range.

Filtering & Sorting

Status tabs

• All
• Draft
• Sent
• Signed
• Templates (staff)

Category filter

Click any category to filter; click again to clear.

Client filter

Pick a client to scope the list to that client's contracts.

Date filters

• Sent — from / to dates
• Signed — from / to dates

Sorting

Use the sort control in the toolbar:

• Newest first
• Oldest first
• Title A–Z
• Recently signed

Filter chips

Every active filter — search, client, sent dates, signed dates — shows as a chip above the list. Click a chip's × to remove that filter.

Archived

Click Archived in the toolbar to switch to archived contracts, and Back to return.

Searching Contracts

The search box at the top of the list searches contract titles and contract IDs.

Search is case-insensitive and combines with any active filters.

Exporting to CSV

In Manage Mode, click Export CSV. The file downloads straight to your computer — it isn't stored on the server. The export includes each contract's dates, status, client, the Resent count, and Signed By.

Voiding a Contract

Voiding withdraws a contract that's out for signature but keeps its record — useful when it was sent in error, the terms changed, or the deal fell through. Unlike deleting, the contract stays in your list as Void.

Voiding a contract (staff)

1. Open the row's ⋯ menu and choose Void — or click Void on the contract page
2. Optionally add a reason. It's shown on the contract page.
3. Optionally tick Email the signers who haven't signed to let them know. Nobody is emailed unless you tick it.
4. Confirm

After voiding:

• The contract can no longer be signed, sent, or resent
• The contract page shows who voided it, when, and the reason
• The audit trail records the void with who, when, IP, and the reason
• For a template, every invitation that hasn't been signed is closed. Copies that were already signed are kept.

Only a sent contract can be voided. A draft was never sent, so delete it instead. A signed contract is a finished record and can't be voided.

A one-to-one contract also becomes Void when its signer declines it. On a template, a decline closes only that signer's copy and the template stays open for everyone else — see Signing & E-Signature.

Re-sending after a void

You can't un-void a contract. To re-send:

1. Duplicate the original contract (or use New contract from template)
2. Adjust as needed
3. Send fresh — this creates a new contract with its own signing record

Archive & Restore

Once a contract is signed and you've moved past it operationally, archive it to keep the active list clean.

Archive

• Open the row's ⋯ menu and choose Archive
• Or select several in Manage Mode and use bulk archive

The contract leaves the active list straight away — no reload.

View archived

Click Archived in the toolbar.

Restore

• In the archived view, choose Restore on any row (or bulk restore)
• The contract returns to the active list

Permanent delete

Staff only. Unsigned contracts can be deleted from the active list; signed contracts must be archived first. Choose Delete from the row's ⋯ menu and confirm. This:

• Removes the contract entirely, along with its private signed files
• Keeps an audit entry recording who deleted it, when, and from where
• Is irreversible

Archive, restore, and delete are all recorded in the audit trail.

How Visibility Works for Clients

For client users, what they see on the Contracts page depends on:

Their role

• Client roles see the page, limited to their own contracts
• Subscribers are blocked

Their client assignment

Client users only see contracts where:

• They're an assigned signer or recipient, OR
• The contract belongs to their client company AND it's shared (not private)

The contract's visibility setting

• Shared with client — people at the same client company can view (read-only unless they're a signer). Company owners (the client admin role) can also download the company's signed copies
• Private — only the signers (and staff) can view or download. Company owners don't see private contracts unless they signed them

Your own agency's internal client is never treated as a shared company, so contracts sent to its people stay with their signers.

Templates and drafts

• Templates are hidden from client users — they only ever see their own copy
• Drafts are hidden from clients until they're sent

Signed PDFs

Signed PDFs are private and download only through the portal, after the same check. See Private Signed PDFs.

Settings & E-Signature Configuration

E-Signature is configured globally in Settings → Contracts.

Most configuration is per contract. The settings panel covers:

Key features

• Browser signing with server-built, sealed signed PDFs
• One-time code verification (Email/SMS), rate-limited with lockout
• Private signed PDF storage
• IP address logging
• Full audit trail
• No external dependencies

Configuration requirements

Service	Required For	Setup
Email service	Contract emails, sign-in links, and one-time codes by email	A transactional email sender (SendGrid or similar)
SMS service (optional)	One-time codes by SMS	Twilio integration
Slack (optional)	Signed / declined notifications in Slack	Connect Slack in Settings

Per-contract configuration

Each contract has its own:

• Code delivery method — Email / SMS / Both
• Visibility — Shared with client / Private
• Default message — pre-filled in the email
• Expiry — set per send in the Send modal