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What you will accomplish

You will upload a PDF agreement once and tell the app where customer names, vehicle details, dates, and signatures belong. After you save the template, your team can send the same agreement to many customers without rebuilding the PDF each time.

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When to use this guide

Use this guide before you:
  • Send contracts from a customer record.
  • Require contracts during customer onboarding.
  • Ask customers to sign storage, service, or waiver paperwork online.

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Before you start

  • Have the final PDF on your computer (Word files must be saved or exported as PDF first).
  • Confirm the wording was reviewed by the right owner, manager, or legal advisor.
  • Know what the agreement is for (storage, service, event, waiver).
  • Mark on paper where the customer must sign, initial, or type information.
  • Sign in as a team member who can manage Settings.

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Step 1: Open Contracts & Documents settings

1

Open Settings

In the left sidebar, click Settings.
2

Open Contracts & Documents

Go to Settings > Contracts & Documents.You will see two areas:
  • Contract templates and e-sign for PDFs customers sign.
  • Document types for uploads for files customers upload (covered in a separate guide).
Contracts and Documents settings showing a Car Storage Agreement template next to a dashed Add template card
At the top, Contract templates and e-sign lists agreements customers sign. Click the dashed Add template card to buy a ready-made file or upload your own PDF. Expected result: You are on the page where templates are created and managed. You see how many templates and document types your facility already has.

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Step 2: Start a new template

1

Click Add template

In Contract templates and e-sign, click the dashed Add template card. The helper text says Upload a PDF or buy a ready-made template.Why this matters: Each template is one PDF agreement. You can have separate templates for storage, waivers, events, and other paperwork.
Create Contract Template window with Purchase a template on top and a PDF upload box below
The Create Contract Template window has two paths: Purchase a template from the store, or or upload your own PDF.
No PDF yet?Click Purchase a template to preview and buy a ready-made storage or membership agreement. Full steps are in Buy a ready-made contract template. This guide continues with a PDF you already have.

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Step 3: Upload the PDF

1

Open the upload area

Under or upload your own, click the box that says Drag and drop a PDF file here, or click to browse.
2

Choose your PDF

Select the agreement from your computer. The file must be a PDF and must be 20 MB or smaller.
3

Check the file name

The app uses the PDF file name as the template name. Use a clear name your staff will recognize, such as Car Storage Agreement.pdf, before you upload. You can adjust the name later in the editor if needed.
4

Click Create & Configure

Click Create & Configure at the bottom of the window.The app saves the template and opens the field editor.
Expected result: The template is created and you are taken to the field setup screen.

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Step 4: Place fields on the PDF

Fields tell the app what information to place on the agreement when someone signs.
1

Open the template editor

After Create & Configure, you land on the template editor for your new template. You can return later from Settings > Contracts & Documents by clicking the settings (gear) icon on a template row—the tooltip reads Configure fields.The editor opens at a page address like /dashboard/settings/contracts/your-template-id.
2

Drag fields onto the PDF

From the side panel, drag each field type onto the correct place on the PDF preview.Common fields:
  • Customer Full Name — who is signing.
  • Customer Email or Customer Phone — contact details on the agreement.
  • Car Year, Car Make, Car Model, Car VIN, Car License Plate — vehicle-specific agreements.
  • Customer Signature and Customer Initial — where the customer signs or initials.
  • Customer Signing Date — filled automatically with the date the customer signs.
  • Team Signature / Team Signing Date — for facility counter-signatures when needed.
  • Date — a generic date the team or signer can fill manually.
  • Free Text or Checkbox — extra statements the signer must complete or agree to.
  • Event Scheduling — lets staff or the customer book a visit such as Vehicle Drop Off while the agreement is sent or signed. See Schedule a service while signing a contract.
3

Zoom in for small fields

Use the zoom controls in the top-right of the preview, or hold Command (Ctrl on Windows) and scroll, to get a closer look. Scroll or use the scrollbars to pan while zoomed in.
4

Size each field

Make each box large enough for the text or signature. Small boxes cause cramped signatures and hard-to-read agreements.
Contract template editor showing Add Fields on the left and a filled Annual Car Storage Agreement PDF on the right
Drag fields from Add Fields onto the PDF. Place signatures and initials exactly where you want them on the printed agreement.
Add only the fields you needToo many required fields makes signing harder for customers. Start with the fields required for a complete, legal agreement. You can add more later if needed.
Expected result: The PDF shows clear boxes for names, vehicle details, dates, and signatures.
Save time with Auto-fillBefore you drag every field by hand, open Configure and wait for suggested fields in the right sidebar. The app reads your PDF and proposes name, signature, and date boxes. See Use Auto-fill when building a template for step-by-step help.

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Step 5: Review each field’s settings

Double-click a field on the PDF and check the Edit field dialog:
  • Each signature and initial box is large enough to draw in.
  • Vehicle fields (year, make, model, VIN, license plate) are on Team if they come from the car record automatically.
  • Customer signature and initials are on Signer.
  • Provider or facility signature lines are on Team.
Update several fields at onceHold Shift and drag a box around fields, or Shift-click to add fields to the selection. A bar appears above the PDF so you can mark the selected fields required or amendable together. Double-click any selected field to open the same bulk settings.
Checkbox choice groupsDrag Checkbox group from the field list onto the PDF. A dialog opens so you can set the title, name each option, and choose Single select or Multi select. Save, then drag each checkbox onto the matching line — each box moves on its own. Click the dashed box to resize it from the corner, or drag empty space in the box to move the whole group. Hover a checkbox to see its option name; double-click the dashed box (or any checkbox in the group) to edit the same dialog. Set Filled by to Team so staff choose on the send checklist, or Signer so the customer chooses on the signing page. Required single select needs one choice; required multi select needs at least one. You can still drop a single Checkbox when the choice stands on its own.
Team vs signer fieldsPut fees, internal notes, and provider signatures on Team. Put customer signature, initials, and fields the customer must personally confirm on Signer.

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Step 6: Choose signing options (if needed)

Scroll to Signing Options in the template editor before using the template with real customers.
  • Required — turn on when every active customer should have a current signed copy of this agreement. Missing and expired copies show on the dashboard and in Contacts.
  • Valid for — choose how long a signed copy stays current: 3, 6, 12, or 24 months from the signing date, a specific date such as January 1, or Does not expire. A specific date applies to every signed copy of this template, so update it when you renew for the next year.
  • Team signs last — turn on when the customer signs first and a facility team member counter-signs afterward. Status will show Awaiting team signature until staff finish. Use Counter-signers to pick which team members may complete that signature; any selected person can sign. If you leave it on Primary team admin, only that first admin can sign. See Counter-sign after the customer.
  • Require Signing Location — turn on only if your facility needs location verification when the customer signs. Customers see a browser location prompt on the signing page.
  • Allow Future Auto-Signing — turn on only when the same agreement text will be reused for future vehicles and customers may opt in during signing. See the section below.
Template editor Signing section showing Required, Valid for 12 months, and other signing switches next to the PDF
The Signing section sits under Add Fields. Required and Valid for control whether every customer needs a current signed copy.

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Future auto-signing (use carefully)

Future auto-signing lets a customer authorize the same template to be signed again for future vehicles without signing a brand-new copy every time.
Important limitsFuture auto-signing applies to one template only. If you upload a new PDF, that new file is a new template. Earlier customer authorizations do not carry over.Only turn this on when the agreement text does not change and only vehicle details differ—and your facility is comfortable with customers opting in during signing.

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Step 7: Your field layout saves automatically

1

Wait for automatic save

The template editor saves your work automatically as you drag fields and change settings. Near the top of the page, watch for Saved or All changes saved.Expected result: Your field boxes stay on the PDF when you leave and come back—no separate Save button is required.
2

Return to the template list (optional)

Click Back or open Settings > Contracts & Documents again. Your template should show in the list with an Active status.
Why saving mattersIf you close the browser before the editor shows a saved state, the next contract you send might be missing signature boxes or vehicle details on the PDF. Wait a moment after your last change before leaving the page.

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Step 8: Test before going live

1

Pick a test customer

Open a customer you can experiment with in Contacts. Use their real email only if you are comfortable receiving test messages—or use a test address you control.
2

Send a test contract

On that customer record, open Documents & Contracts, click New Document, choose Contract, pick your template, then walk through the three-step send screen (Setup → Fields → Review). Full steps are in Send a contract for signature.Expected result: A contract card appears with status Sent (or Draft if you have not clicked Send to customer yet).
3

Open the signing link

Open the email link yourself, or sign in as the test customer in the portal if the contract is part of onboarding.Walk through every page, signature, and initials field.Expected result: Status on the customer record becomes Completed and you can download a signed PDF.

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Edit or retire a template later

Templates are not “set once and forgotten.” When your legal wording changes:
1

Open Contracts & Documents

Go to Settings > Contracts & Documents.
2

Configure or upload a new PDF

For small field moves, click Configure on the existing template. For a new legal version, upload a new template with a clear name (for example Car Storage Agreement — 2026).Why this matters: Future auto-signing and customer authorizations apply to one template at a time. A new PDF is a new template.
3

Turn off old templates

Set outdated templates to Inactive so staff do not send the wrong agreement by mistake. Old signed contracts stay on customer records for history.

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What success looks like

  • The template appears in Settings > Contracts & Documents.
  • You can open the template from the list and see fields on the PDF.
  • A test signing link opens, shows the correct vehicle and customer details, and completes with Signed or Completed on the customer record.

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Troubleshooting

The upload will not workConfirm the file is a PDF under 20 MB. Export Word documents to PDF before uploading.
I do not see Add templateYour role may not include permission to manage contract settings. Ask a team admin to review your access in Settings > Team.
Customer or car details are missing on the agreementAdd the right fields to the template (name, VIN, year, and so on). Also confirm the customer record and car record have that information saved before you send the contract.
The template editor will not openReturn to Settings > Contracts & Documents and click Configure on the template row. If the page still fails to load, click Reload once or sign out and back in. Ask your facility admin if the problem continues.
Staff cannot find the template when sendingOnly Active templates appear when staff click New Document > Contract. Inactive templates stay in settings for history but cannot be used for new sends.

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What to do next

If you still need a starting PDF, buy one in Buy a ready-made contract template. If the agreement should also book a drop-off or other visit, continue with Schedule a service while signing a contract. If customers must upload supporting files, continue with Configure document requirements. If every new customer should sign during onboarding, continue with Attach contracts to customer workflows.