> ## Documentation Index
> Fetch the complete documentation index at: https://www.carstoragesoftware.com/docs/llms.txt
> Use this file to discover all available pages before exploring further.
# Create a contract template
> Build a reusable agreement for storage, service, events, waivers, or onboarding.
## 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.
## 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.
## 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.
## Step 1: Open Contracts & Documents settings
In the left sidebar, click **Settings**.
Go to [Settings > Contracts & Documents](https://www.carstoragesoftware.com/dashboard/settings/contracts-and-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).
*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.
## Step 2: Start a new 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.
*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](/docs/contracts/buy-a-ready-made-contract-template). This guide continues with a PDF you already have.
## Step 3: Upload the PDF
Under **or upload your own**, click the box that says **Drag and drop a PDF file here, or click to browse**.
Select the agreement from your computer. The file must be a PDF and must be 20 MB or smaller.
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.
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.
## Step 4: Place fields on the PDF
Fields tell the app what information to place on the agreement when someone signs.
After **Create & Configure**, you land on the template editor for your new template. You can return later from [Settings > Contracts & Documents](https://www.carstoragesoftware.com/dashboard/settings/contracts-and-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`.
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](/docs/contracts/schedule-a-service-while-signing-a-contract).
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.
Make each box large enough for the text or signature. Small boxes cause cramped signatures and hard-to-read agreements.
*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 need**
Too 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-fill**
Before 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](/docs/contracts/use-auto-fill-when-building-a-template) for step-by-step help.
## 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 once**
Hold **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 groups**
Drag **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 fields**
Put fees, internal notes, and provider signatures on **Team**. Put customer signature, initials, and fields the customer must personally confirm on **Signer**.
## 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](/docs/contracts/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.
*The **Signing** section sits under **Add Fields**. **Required** and **Valid for** control whether every customer needs a current signed copy.*
## 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 limits**
Future 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.
## Step 7: Your field layout saves automatically
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.
Click **Back** or open [Settings > Contracts & Documents](https://www.carstoragesoftware.com/dashboard/settings/contracts-and-documents) again. Your template should show in the list with an **Active** status.
**Why saving matters**
If 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.
## Step 8: Test before going live
Open a customer you can experiment with in [Contacts](https://www.carstoragesoftware.com/dashboard/contacts). Use their real email only if you are comfortable receiving test messages—or use a test address you control.
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](/docs/contracts/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).
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.
## Edit or retire a template later
Templates are not "set once and forgotten." When your legal wording changes:
Go to [Settings > Contracts & Documents](https://www.carstoragesoftware.com/dashboard/settings/contracts-and-documents).
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.
Set outdated templates to **Inactive** so staff do not send the wrong agreement by mistake. Old signed contracts stay on customer records for history.
## What success looks like
* The template appears in [Settings > Contracts & Documents](https://www.carstoragesoftware.com/dashboard/settings/contracts-and-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.
## Troubleshooting
**The upload will not work**
Confirm the file is a PDF under 20 MB. Export Word documents to PDF before uploading.
**I do not see Add template**
Your role may not include permission to manage contract settings. Ask a team admin to review your access in [Settings > Team](https://www.carstoragesoftware.com/dashboard/settings/team).
**Customer or car details are missing on the agreement**
Add 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 open**
Return to [Settings > Contracts & Documents](https://www.carstoragesoftware.com/dashboard/settings/contracts-and-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 sending**
Only **Active** templates appear when staff click **New Document** > **Contract**. Inactive templates stay in settings for history but cannot be used for new sends.
## What to do next
If you still need a starting PDF, buy one in [Buy a ready-made contract template](/docs/contracts/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](/docs/contracts/schedule-a-service-while-signing-a-contract).
If customers must upload supporting files, continue with [Configure document requirements](/docs/contracts/configure-document-requirements).
If every new customer should sign during onboarding, continue with [Attach contracts to customer workflows](/docs/contracts/attach-contracts-to-workflows).
## Related topics
- [Buy a ready-made contract template](/docs/contracts/buy-a-ready-made-contract-template.md)
- [Contracts overview](/docs/contracts/overview.md)
- [Schedule a service while signing a contract](/docs/contracts/schedule-a-service-while-signing-a-contract.md)
- [Use Auto-fill when building a template](/docs/contracts/use-auto-fill-when-building-a-template.md)
- [Amend a signed contract](/docs/contracts/amend-a-signed-contract.md)
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