With Facility Management in Bound, you can generate a facility reservation contract specific to each facility use application. The contract includes the date and time of each reservation, the terms of the contract, any costs to the reserver, an electronic signature, and billing info to provide your business office.
Once you have set up a contract on a Rental Setup, you can generate these contracts each time they are needed.
Setting Up a Facility Reservation Contract
In your school dashboard, go to Venues and click the Rental Setups tab.
Click the edit icon next to the rental setup. (Learn how to create a Rental Setup).
Click the Contract tab.
Fill out the fields:
District / School Name
Address
Contract Terms
District / School Representative & their Title
Review and click Save.
Generating a Facility Reservation Contract
In Venues, click the Reservations tab.
Find the reservation and click Create Contract below the contract details.
Enter Contract Instructions and any Additional Details.
Enter the terms for this contract in Contract Instructions. Whatever you enter here prints as the Terms section of the generated contract, above the signature lines. Add any other info specific to this contract in Additional Details.
Set the billing options for this contract under Payment Details:
Upcharge Processing Fee: Adds the processing fee to the reserver's total.
Payee: The account that receives the money.
Allow Cash Payments: Lets the reserver submit payment details for payments made outside of Bound. Use Cash Payment Instructions to tell them how to pay.
Can pay before invoicing: Lets the reserver pay before you send an invoice.
Add the fees and charges that should be included in the contract. Fees are grouped by reservation date.
Rows with a yellow background are fees Bound generated from the reservation but has not added to the contract yet. Click the green + on a row to add that one, or click Add all generated fees to contract to add every generated fee at once.
Click Add New Fee on a date to add a charge Bound did not generate, then set its Description, Fee Type, and Amount. Fee types are Time, Equipment, Custodian, Staff, and Repair Work (Click the red - button on a row to take a new fee off the contract).
To view the generated contract, click Edit Contract on the reservation, then click View Generated Contract. These contracts can be printed or saved as a PDF using the print feature of your browser.
6. On the reserver side, when a contract is generated they'll be notified by email.
Once a contract is signed and accepted by the reserver, the appropriate people on the admin side will be notified via email that the contract was accepted.
Once generated, the reservation's Contract status changes from No Contract to Pending, and the link below it changes to Edit Contract. The status changes to Accepted or Declined once the reserver responds.
Tip: Turn Publish Contract off before saving to keep working on a contract without the reserver seeing it. Turn the toggle back on and save again when it is ready to send.