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How many contracts can a member have?

A member can be signed up to as many Contracts as you want, although there will always be a Main Contract, which will be used to invoice products or additional services purchased by the member during each renewal period. Here is an example of a person with several contracts:

  • Main Contract: The member is signed up to a monthly price plan for a permanent desk. The products or services that have been used during the renewal cycle would be added when the Contract is invoiced. 
  • Additional Contract: The same member is signed up to a price plan for virtual office services that are paid annually. In this case, the Contract is renewed every 12 months, with a different billing cycle than the Main Contract. 

In the example above, if you view the member's profile, you will see the contracts they are signed up to in the Contract column. Although both are active, there is a tag that indicates which is the Main Contract. 

Assigning more than one Contract to a member

When you add a Contract to a Contact on your database, it is automatically set as the Main Contract. If you would like to add an additional contract, view the member's profile and go to the Contract tab.

  • Click on the Add Contract button. 

 

  • Fill in the required fields and click on the Save button at the top right of the screen to complete the process. 

 

Field

Description

Issued by*

If you manage more than one space with Nexudus Spaces, this field shows which space will be linked to the Contract that you're adding.

Member/Contact*

This field displays the name of the person that will be linked to the Contract that you're adding.

Price Plan

Choose the type of price plan linked to the Contract from the drop-down menu.

Notes

Add any notes that you would like to include on the invoices linked to the Contract.

Start Date

This field displays the contract's start date. If you were to enter a future date, the contract will remain inactive until that date is reached.

Billing Day

This is the Contract's default billing date. If the price plan you selected has a default billing date, it will be shown in this field. You can set a different date by editing this field.

 

 

Field

Description

Unit Price

Enter a Unit Price in this field if you would like to offer a different amount than the Price Plan linked to the Contract that you're adding.

Note: Remember that when you set a different Price Plan Unit Price, any changes that you make to the Price Plan price in the future will not be applied to this Contract.

Value

Fill in this field if you would like to assign a different value than the Price Plan linked to the Contract. This value will be displayed on the reports on your Nexudus Spaces account. For example, for those cases that you offer a personalized Unit Price for the Contract, you may want to have reference to the original price. In this case, you can use the Value field to include this information.

Note: Remember that the amount that you include in this field will not affect how the Contract is invoiced; it will only be shown on the reports that display the Value field.

Quantity

Enable this option if you want to include more than one Price Plan for the Contract that you're adding.

Desk

You can link the Contract that you're adding to a Desk set up on your Nexudus Spaces account. Select it from the drop-down menu.

Cancellation Date

This field displays the Contract's cancellation date. You can set a different cancellation date if you enter an amount in this field. If the date is in the future, the Contract will be cancelled on that date.

Pro-rate Cancellation Invoice

Enable this option if you would like to pro-rate the last invoice that is raised when the contract is cancelled.

Price Plan Terms Accepted

Enable this option if the member has already accepted the Contract's terms and conditions offline.

How can I change the Main Contract?

As we have already mentioned, although the member can be signed up to as many contracts as you want, one of them must be the Main Contract. You can set any of the contracts on the member's account as the Main Contract at any time. To do so, view the member's profile and go to the Contract tab. 

  • Select the contract that you would like to set as the Main Contract and run the Set as main contract action from the More Actions... drop-down menu. 

Note: As soon as you run this action, the contract will be the Main Contract.

How are multiple Contracts invoiced?

When a member has several contracts, their renewal cycles may have different dates. In such cases, you can check the amount that will be invoiced using the View/Raise Next Invoice button on the member's profile. 

Then, enable the option to include recurrent charges. 

You can select the contract that you would like to consult from the drop-down menu on the next screen. 

Cancelling multiple Contracts

When a member has several contracts it's easy to cancel any of them. You simply have to view the member's profile and go to the Contracts tab. Then, select the contract that you want and run Cancel Contract from the More Actions... drop-down menu at the bottom of the screen. 

Recurrent products and contracts

A price plan assigned to a member becomes the main contract for that member. A member can have multiple contracts. Example: A member can have a full time membership as a main contract and a yearly subscription as a secondary contract. For this to work both the memberships should be added as price plans. In the above example, one can also add a recurrent product that is charged on a yearly basis. You can read more about how to do this in the Products>Recurrent products section.

A recurrent product on the other hand is best used for products to be charged in different intervals. A recurrent product can be added to a member's/contact's account to be charged in specified intervals. This can only follow the main contract cycle or be set to repeat a multiple (times) of days, weeks, months or years.