When a contract is pending approval or approved, you can revert it to a draft state if you need to edit the contract name, bookings, extras, custom fees and/or notes.
Read our FAQ to learn more about editing a contract or click here for info about creating and approving contracts.
Frequently Asked Questions
Which permissions do I need to edit contracts?
🔑 Admins have access to contracts based on their Facilities permissions:
View facilities (required): View facilities and online facility booking configurations.
View rental contracts (required): Ability to simply view rental contracts.
Manage rental contracts (required): Ability to access and modify rental contracts.
Manage reservations (required): Create and modify bookings in the calendar.
Allow scheduling conflicts when booking facilities (optional): Create bookings even if they conflict with existing bookings.
Allow booking to overlap existing buffer period(s) (optional): Create bookings even if they conflict with existing buffers periods.
👉 A Clients permission called 'Client billing' is necessary if admins want to view a client's billing page and their transactions in the Clients tab.
2. How do contract versions work?
When you first create a contract, it's labeled as Version 1 (v1). If you were to approve the contract and then revert it back to 'Draft', it would be labeled as Version 2 (v2).
Each time you click 'Create new draft' in an approved contract, the state reverts to Draft and the version number will increase by 1.
Create as many versions as needed. Click 'View Log' in the Control panel to see all the changes made to the contract.
Below are two contracts. The ‘Demo Contract’ was updated once after being approved, since it now says (v2). The ‘Party Room Contract’ has not been changed since being approved the first time (v1).
3. How do I edit a single booking?
There are two ways you can do this from the Facilities section:
Click on a booking occurrence to jump to the facility calendar and then edit 'This event' to modify any detail in the Schedule, Information and/or Pricing tabs.
❗ If ever you edit the schedule for 'All events' in the series, it will overwrite any past changes you made to single events in the series.
To manually edit the price of a single occurrence or to remove the occurrence altogether, make your changes directly in the table.
❗ If ever you jump to the facility calendar to modify the booking occurrence, it will overwrite the manual changes you made in the table (you may want to do these types of edits at the end).
4. What happens if I edit all of the booking occurrences in a series?
When a facility booking has more than one event (i.e,. occurrence), we call it a series. If you book a facility every Monday for 3 weeks, you would say there are 3 events in the series.
When you edit all events in the series, it means that changes to the location, recurrence, start/end date, buffers, assigned staff, and/or pricing will affect every occurrence in the series.
If you choose to edit a single event in a series but then later edit all events in the same series, it will overwrite the changes you made to the single event. It's best to edit all events in the series first, and then edit single events after.
5. What happens after I edit and then approve a new contract version?
📜 The contract and version number are updated.
📒 In the client's billing, the original contract invoice is not modified. However, an additional invoice is created if billable items were added to the contract. Likewise, if billable items were removed, a credit memo is issued for the amount to credit.
🏢 If a booking in Facilities is edited, it's updated in the facility calendar.
6. What happens in the client's billing after I edit an approved contract?
It's only when you approve the new contract version that a new invoice or credit memo is created in the client's billing (based on the changes that were made). The admin must manually reconcile the new transactions.
If billable items are added
A new invoice is issued for the additional amount. For example, Mika books a lounge for a birthday party for $500. The contract is approved but then Mika decides she wants to rent some music equipment for the evening. A new draft is created with an equipment rental costing $100. As soon as this new draft is approved, an invoice is created for the additional $100.
If billable items are removed
A credit memo is issued for the amount differential. For example, Mika decides she’ll bring her own portable music system and doesn’t need to rent it. A new draft is created and the equipment rental worth $100 is removed. As soon as this new draft is approved, a credit memo is created in Mika’s account for the $100.
Here's another example...
Below, an approved contract (v1) was reverted to draft. In the new version (v2), the admin removed 2 events (i.e., occurrences) from the contract (v1), which created a credit memo of $40. Next, the admin added a new billable item to the contract(v2) and approved it, which created an additional invoice of $60.
7. What if I reverted a contract to draft but I don't need to make changes?
No problem! Just use the Control Panel to change the contract's state.
If the contract was never approved, just change it back to 'Pending approval'. If the contract was approved, you can 'Discard draft'. The contract and version number will remain unchanged.
8. Are staff alerted when I edit a contract booking?
Staff can check their up-to-date schedule in the Amilia app. No notification is sent to assigned staff when changes are made to a contract booking (or any facility booking for that matter).
9. Can I edit the notes on an approved contract?
When you create a new draft, you can only edit the Notes section if you are adding or removing billable items from your contract. You cannot modify an approved contract if you are simply looking to change the notes and/or admin notes.
* Last updated in August 2022