Customer Contracts

In Artifax Event, there are three types of Contract that can be configured within the system. They are great to track agreements between your venue and either Artists, Customers or Staff members. (Staff and Artist contracts require the additional Staff Scheduling and Artistic Programming modules)

In this Article we will be covering Customer Contracts. 

Customer Contracts

Customer Contracts are built and exist within an Arrangement. Contracts can be found and created from the Finance sidebar options given on Arrangements. Customer contracts are built in three sections

• The Details
• The Scope
• The Clauses

Navigation

To build a Customer Contract, navigate into any Arrangement, and then select [Contracts] in the sidebar, this will show any Contracts that already exist for this Arrangement:

Create a new Contract using the [Create] button, this will launch the New Contract form, allowing you to build in the specific details and clauses for your Customer Contract. 

Upon launching the New Contract form, you'll want to update the value of the [Type] field to 'Customer', this will then update the form with the relevant Customer Contract fields. 

The Details

The details section of the contract is very much the who of the agreement. It has fields to define the Entity and the nature of the agreement. 

1. Entity - assign which Entity the contractual agreement is with. For Customer Contracts, this will automatically select the Arrangement Customer but can be changed as needed. 
2. Entity Contact - this will default to the Entities default contact but can be edited ad-hoc.
3. Type - choose either Customer or Artist on Arrangements. This will control a few of the fields that appear on the page. It will control the nature of the scope, a couple of additional details fields: Artist Contracts will get Agent related fields.
4. Sub-type - this is an optional more granular choice that can be made to further specify the nature of the contract, e.g. whether the customer is international, or if it's a touring show. Default Contract Clauses can be linked to these to act as a template. For more information on Sub-Types and Clauses, please see: Contracts Configuration
5. Status - track the stage of the Contract from Draft all the way to Signed.

The Scope

The Scope of each Contract is used to define what is captured within the agreement. Customer contracts are slightly more complicated than other Contract Types. The Scope is used to select and assign which Events within the Arrangement are valid against the Contract. This is done through the Event Assignment pop-up displayed below:

When selecting the Scope you'll have the following options:

• All Events - assigns the Contract to all Events in the Arrangement
• All Public Events - assigns the Contract to all Public Events in the Arrangement
• Individual Events - allows you to select specific Events within the Arrangement to assign the Contract
• None - no Events are assigned 

You'll also have the option to [Replace existing assignments], this will overwrite any other Contract assignments within this Arrangement if they already exists upon your selected Events. 

Click [Add] to finalise the Scope of this Contract, the Events will then appear under the details, as so: 

Clauses

Contract clauses denote what agreements are made within the contract. Sub-type are great for filling out contracts as they offer default clauses and options, reducing setup time and ensuring consistency across contracts.

For more information on Clauses and Sub-types, please see: Contracts Configuration

If you have a Sub-type selected your Clauses may be pre-filled with your pre-configured Clauses. You can then update the values in the [Text] field as needed, and remove any Clauses using the [Delete] button. 

If you do not have a Sub-type selected, you can use the [Add] button to manually add any Clauses that you need for this Contract. A pop-up will appear showing all of your pre-configured Customer Clauses and Text Options for you to select from. 

Once you're happy with your selections, use the [Add] button to save these Clauses to the Contract. You can then edit and delete these as noted above.