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What you will accomplish

You will add an Event Scheduling box to a contract template so the person sending or signing the agreement can book a visit at the same time. A common example: a new storage customer signs the agreement and books Vehicle Drop Off in one sitting. Your calendar gets the visit. The customer does not need a second phone call to schedule the arrival.

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When to use this guide

Use this when the agreement and the first visit belong together.
  • A new storage customer should book Vehicle Drop Off while they sign.
  • A pickup or transport should be scheduled before the car leaves.
  • You want staff to book the visit on the send screen so the customer only needs to sign.
This is not the public social-event calendarEvent Scheduling on a contract books a facility service from Settings > Services & schedule—such as Vehicle Drop Off or Internal Service. It does not create a public cars-and-coffee event. Those live under Marketing & Events.

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Before you start

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Step 1: Open the template editor

1

Open Contracts & Documents

Go to Settings > Contracts & Documents.
2

Click Configure

On the template card, click Configure.The editor opens with the PDF on the right and Add Fields on the left.
Contract template editor showing Add Fields on the left and a filled Annual Car Storage Agreement PDF on the right
The editor has two parts: Add Fields on the left, and the PDF on the right. Drag fields onto the places a customer or staff member must complete. Expected result: You see the PDF with any fields you already placed, and a searchable list of field types.

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Step 2: Find Event Scheduling

1

Search for the field

In Add Fields, click Search fields… and type Event Scheduling.The list narrows to the Scheduling group. The only field in that group is Event Scheduling.
Template editor with Event Scheduling typed in the search box and the Scheduling field listed above signing options
Type Event Scheduling in Search fields…. The Scheduling group appears with one field you can drag onto the PDF. Expected result: You see Event Scheduling under Scheduling, not buried in the long Customer or Car lists.
The search box is the fastest way to find this field. If you clear the search, scroll the left list until you see the Scheduling heading. The helper text there says signers or the team will book event availability on this agreement.

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Step 3: Place the field on the PDF

1

Drag Event Scheduling onto the page

Drag Event Scheduling from the left list onto a clear spot on the PDF.A good place is near the signature block or a line about arrival, drop-off, or first visit. Leave enough room for a wide box.
2

Choose which service is booked

Double-click the new box.The field settings ask Which event type is booked? with a list of your active services.Pick the service that belongs with this agreement. Example: Vehicle Drop Off for a storage contract.
3

Decide who books it

If you see Who fills this out?:
  • Team or customer — staff can book on the send screen, or the customer can book on the signing page. This is the usual choice.
  • Team only — only staff book it before the email goes out. The customer cannot change the visit while signing.
Annual Car Storage Agreement PDF with a green Vehicle Drop Off scheduling box above the signature lines
After you choose a service, the box on the PDF shows that name—here Vehicle Drop Off—so staff can see what will be booked. Expected result: The box on the PDF shows the service name, such as Vehicle Drop Off. The editor saves automatically. Watch for Saved near the top.
Choose the event type before you sendIf you skip Which event type is booked?, the send screen shows Choose an event type on the template before sending. Open Configure again, double-click the box, and pick a service.

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Step 4: Send a test and book the visit

1

Open a test customer

Go to Contacts and open a customer you can experiment with.
2

Start a contract

Follow Send a contract for signature through Setup and Fields.
3

Book from the send screen (staff)

On Fields, look for a button such as Schedule Vehicle Drop Off.Click it. A booking window opens with that service already selected. Pick a day and time, then click Book event.After it saves, the button may change to Change booking.
4

Or let the customer book while signing

If you left the field on Team or customer and you did not book it yourself, the customer sees the same Schedule … button on the signing page.They pick a day and time, click Book event, then finish their signature.
Expected result: A visit appears on Schedule for that customer and car. The contract still needs a signature to become Completed.
Why book during signing?The agreement and the first visit often fail for the same reason: someone meant to schedule later and never did. Putting the booking on the contract means the car has a drop-off time before the customer closes the tab.

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What the customer sees

Customers do not see the template editor. They see a simple Schedule Vehicle Drop Off (or similar) button next to the other signing questions.
  • They pick an open day and time for that service.
  • They click Book event.
  • They can click Change booking if they picked the wrong time.
  • They still need to draw their signature and finish the agreement.

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What success looks like

  • The template has an Event Scheduling box tied to a real service, such as Vehicle Drop Off.
  • A test send lets staff or the customer click Schedule … and Book event.
  • The booked visit shows on Schedule.
  • The signed PDF still downloads from Documents & Contracts on the customer record.

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Troubleshooting

I cannot find Event SchedulingType Event in Search fields…. If the list is empty, you are in an old browser tab—click Reload, then search again.
The event type list is emptyOpen Settings > Services & schedule and confirm the service is Active. Calendar Block and similar internal-only items may not be what you want for a customer-facing booking.
Choose an event type on the template before sendingThe box is on the PDF, but no service is selected. Double-click the box in the template editor and pick Vehicle Drop Off or the matching service.
The customer cannot bookCheck Who fills this out? If it is Team only, only staff can book on the send screen. Change it to Team or customer if the signer should pick the time.
The visit is on the wrong dayOpen the contract send screen or signing page and click Change booking. You can also edit the visit on Schedule after it is created.

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What to do next

1

Send the live agreement

When the test booking looks right, send the template from a real customer record with Send a contract for signature.
2

Require the agreement for every customer (optional)

In the same editor, the Signing section can mark the template Required and set Valid for 12 months. See Create a contract template.