Tag Archives: Contracts

Automatically send a Contract PDF to a Group Manager when their Request has been approved

District Admins can now select a district-wide setting that automatically sends a Contract PDF to the Group Manager upon Request approval for signature and return prior to the event being held.

ML Schedules™ Software allows districts to automatically send a Contract PDF for a Group Manager’s signature with the email notification that is sent to a user upon approval of a Facility Use Request.

This Contract PDF includes:

  1. The District’s Contract Booking Details
  2. An itemized list of Facility Usage fees to be charged based on the Group Classification
  3. An itemized list of fees for requested support equipment and personnel
  4. The District’s Contract Terms
  5. Signature lines for the Requester and Facility Use Coordinator signifying agreement to all terms, conditions and estimated fees.

The text for items 1 and 4 is entered in the District Admin screen which can only be accessed by users assigned the District Admin role.  Instructions for the Requester to sign and return the Contract PDF are included in the Contract Booking Field found in the District Admin screen.

Below is a sample Contract PDF as sent from ML Schedules™ K12 Facility Request Software.

A sample Contract PDF sent to a Group Manager upon Request approval. The Manager needs to sign and return the contract to hold the scheduled event.

Require Contract Signature To Submit A Request

Districts can now mandate that its Contract be signed digitally before a user can submit a Facility Use Request online. This feature is in addition to the current Terms and Conditions capability.

School districts can now require that a contract be electronically signed by all users who submit Facility Use Requests using ML Schedules™ Software.

Once an ML Schedules™ Admin enables the district-wide Contract feature, a digital signature field will be displayed at the bottom of the district’s Request forms that can be signed using a mouse (desktop or laptop), fingertip or stylus (tablet).

Once the field is signed, the Submit request button will become functional (i.e., displays for selecting). The district’s Contract terms can be viewed via a link just above the digital signature field.

Note: In addition to a Contract, District Admins also have the ability to upload a separate Terms and Conditions file that a user must agree to before a Facility Use Request can be submitted.