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What are contracts on Nexudus Spaces?

A contract always represents an agreement between you and a space member. A contract's function is closely linked to price plans, in such a way that a contract is always associated with a price plan, which acts as a sort of "template", defining the settings for the billing period, price and other contract properties. A member can have as many contracts as you want and each can have different billing cycles and start and end dates.

Contract types and their status

Each member can only have one main contract. The main contract is different from other contracts because it is the only one that can include recurrent products or additional charges acquired or consumed by members at your space.

Contract status

A contract can have following three status: inactive, active or cancelled.

  • Inactive contracts have a start date in the future. Contracts are automatically activated when their start date is reached. Someone with an inactive contract is not considered a member until the contract is activated.

  • Active contracts are running contracts. Their start date is in the past and members will be automatically invoiced for them, taking the price plan details configured for said contract. 
  • Cancelled contracts are those contracts that have reached their cancellation date. Cancellation may be requested by members via the space website or set manually by a space manager via the dashboard.

How do I add a contract on Nexudus Spaces?

There are two ways to add a contract on Nexudus Spaces.

Adding new members

  • When you create a new member/contact profile via Spaces > Contacts or Spaces > Members > Add Member / Contact, you can choose to sign that person up to a price plan. When you choose a price plan from the drop-down menu this automatically creates a contract for the price plan that you selected, which will be activated immediately.

  • You can check that it was added correctly and activated by viewing the member's record and clicking on the Contracts tab. 

Adding a contract for an existing member

For existing members on your Nexudus Spaces database, access the member's profile, go to the Contracts tab and click on the Add Contract button. In the Details section, choose the price plan that you want to link the contract to and fill in the required fields.

How do I edit a contract on Nexudus Spaces?

Once you have added a contract to a member's account on your Nexudus Spaces account, you can edit its details via thedashboard whenever you need to. Remember that a cancelled contract cannot be modified or reactivated. If you would like to modify or reactivate a cancelled contract, you will have to add a new contract.

We have included some of the changes that you can make to active contracts below:

Changes to effective price plans

Within the Contract tab of the member's profile, you can programme a future change to a contract in Next Price Plan. The default value for the Next Price Plan field corresponds to the price plan to which the member is signed up in the current billing cycle. Members can request changes to the price plan via the space website or you can do so manually via the dashboard.

  • To change the next price plan, go to the contract details you want to change. In the Next Price Plan field, choose the price plan that you want to apply from the drop-down menu. When the renewal date arrives, the price plan will be changed.

 

Guide to editing contract details:

In the active contract details, you can view the contract's status or set some of its operating conditions.

  • General- Status


 

FieldDescription
Active

Nexudus Spaces will automatically raise an invoice when a contract is active. A contract is activated on its start date when the member account is active.

Main Contract

A member can only have one main account associated with his or her account. Main contracts can be managed by members from the space website and include recurrent products and charges that are added to the member's account.

Cancelled

When a contract is cancelled, it cannot be invoiced or modified.

  • General - One-off Charges


FieldDescription
Include Sign-up Fee

When you activate this option, the sign-up fee that you set in the price plan details will be included in the next invoice raised by the platform.

Apply Prorating

When this option is activated, prorating will be applied to the invoice raised for the member, provided that this method is activated in the member's price plan.

  • General - Terms and Conditions
FieldDescription

Price Plan Terms Accepted On

This field displays the date that the member accepted the terms and conditions of the price plan linked to the contract.

Editing the price in contracts 

By default, the contract takes on the price of the price plan that it has assigned. On some occasions, you may want to offer special conditions that are different to the price plan. The price can only be set manually to new contracts that are added, not to existing contracts.


Please bear in mind that if you manually set a price for the contract, the price plan rate will no longer be applied to the contract. Even if you change the price plan's rate, the contract will employ the price that you set manually.

How can I cancel a contract on Nexudus Spaces?

You can cancel a contract linked to a member at any time via the Nexudus Spaces dashboard. To do so, you can: go to Cancel Contract within the More Actions... drop-down menu within the Contracts tab, use the red cross icon on the list or press the Cancel Contract button in the top right corner when viewing the contract details. 

Once you cancel a contract, it cannot be activated or modified in any way. You can programme a contract's cancellation date by entering the date in the Cancellation Day field for that contract. The contract will be cancelled automatically on that day. If a member has pending charges, an invoice will be raised at that moment.

  • Within the contract list in the member's profile:

  • Within the contract details page:

Setting a main contract

As we mentioned above, although a member can have as many contracts as you want, it can only have one main contract. The main contract is used to invoice additional services and recurrent products that the member has acquired or consumed

To set one of the accounts as a main contract on a member's Nexudus Spaces account, choose the contract that you would like to set as the main contract in the contract list and choose Set as main contract from the More Actions... drop-down menu. 

 

Contracts - Field References

  • General - Details 
Field

Description

Issued by*

Choose the name of the space you want to link the contract to.

Member / Contact*

Choose the member you want to link the contract to.

Price Plan*

Choose the price plan you want to link the contract to. A price plan sets a recurrent charge that is automatically renewed. You can change the price plan at any moment via the dashboard. Price plan changes requested by members through the space website will be subject to the cancellation policy that is set for price plans.

Next Price PlanChoose the price plan that the member or contact would like to change to. This will take effect on the renewal date.
Notes

Add any notes that you would like to include on the invoice raised by a contract.

  • General- Dates

 

FieldDescription
Start Date

This field indicates the contract's start date. If the member has signed up directly via the space website, the sign up date will be used as the start date. You can also manually assign a start date via the dashboard. If you were to enter a future date, the contract will remain inactive until that date is reached.

Billing Day*

Enter the day of the month that the contract will be invoiced. If you leave this field blank, Nexudus will consider any other setting existing on the member's account or the price plan details.

Cancellation Date

This field controls the date when the contract is cancelled. If you were to enter a future date, the contract will be cancelled when that date is reached.

  • General- Price

 

FieldDescription
Quantity*

Indicate if you want to include more than one membership to a price plan.

Unit Price*

Only fill in this field if you want this contract to have a different price than the price plan selected. 

Value

Only fill in this field if you want this contract to have a different value in your reports than the price plan selected. If you leave this field blank, the contract will be displayed in the reports available on your Nexudus Spaces account with the name of the price plan with which it is associated.


 

A contract value is reflected in the upgrade and downgrade reports that show when a member changes to higher or lower price plans. This does not have any effect in monetary terms but is useful for comparing the relative values of different price plans. If you leave the Value field empty, the platform considers the price plan rate as the value.

 

  • General- Terms and Conditions
FieldDescription

Price Plans Terms accepted

When a member signs up via the space website, he or she must accept the price plan terms and conditions. If you are adding a contract directly via the dashboard, you can activate this option manually when the member has accepted the terms and conditions via a different medium (paper contract, email, etc.).

  • General - Dates
FieldDescription
Renewal Date

Enter the day you want the contract to be renewed. Nexudus Spaces automatically manages this process, therefore, you must not modify this date in most cases. For new contracts, the renewal date coincides with the start date. If the contract is set to change the price plan of the member in Next Price Plan field, this change will take place on the renewal date.

 

 

A contract value is reflected in the upgrade and downgrade reports that show when a member changes to higher or lower price plans. This does not have any effect in monetary terms but is useful for comparing the relative values of different price plans. If you leave the Value field empty, the platform considers the price plan rate as the value.