Setup/Send Facility Use Request Contract

ML Schedules™ Software allows users with the Manage District Settings permission and Can Send Invoices permission to manually send contracts to requestors. 

This will allow Group Managers to receive a PDF attachment of the district's contract upon approval of a Facility Use Request, to sign and return back to the district.

This Contract PDF includes:

1. The District’s Contract Booking Details.
2. An itemized list of Facility Usage fees to be charged based on the Group Classification.
3. An itemized list of fees for requested support equipment and personnel.
4. The District’s Contract Terms.
5. Signature lines for the Requester and Facility Use Coordinator signifying agreement to all terms, conditions, and estimated fees.

The text for items 1 and 4 is entered in the Contract Setup section which can only be accessed by users assigned the Manage District Settings permission. 

Options for sending Contracts to Group Managers:

• Automatically on Approval
• Manually after Approval
• Never

From any ML Schedules™ Software screen while logged in as a District Admin:

1. Select Users > Manage Classifications from the left-side navigation menu.

2. Select the Pencil Icon next to the Classification you would like to send Contracts to. 

3. Set the "Send Custom Contract PDF as Attachment on Approval :"  to one of the options below. 

• Yes: Automatically attaches contract to the approval email the requestor receives.
• No: Never attaches a contract.
• Manual: This allows you to manually send contracts as needed.

Contract Setup 

From any ML Schedules™ Software screen while logged in as a District Admin:

1. Select Admin >Settings from the left-side navigation menu. Then click the Contract Tab. 

The Contract Setup screen will be displayed.

2. Enter your district’s Contract Booking Details in the text field. 

Note: The Contract Booking Details field is typically used to provide explicit instructions to the Requester on return of the signed contract as well as how any fees are to be paid.

3. Enter your district’s Contract Terms in the Contract Terms Text field.

Important: Text entered in the Contract Booking Details and Contract Terms Text fields will appear at the top and bottom, respectively, of the Contract PDF sent to all requesters.

4. After all the Contract fields have been completed, scroll down to the bottom of the screen and select the Save button.

The Group Manager will now receive an email (either automatically on approval or when manually sent through the Email Contract PDF button) with the Contract PDF customized with the details and total estimated cost of the Request.

A sample Contract PDF with the data from the Contracts fields is shown below.

Note: If there are descriptions on the additional charges on the reservation, the descriptions will be included in the contract as well.