What's the issue you're facing?

Solution

1. Select the Contracts module.
   

1. Click on the Add New Contract button
   

1. Here you can name your contract and add a reference code. If your business has an existing naming convention for contracts, you can insert these details into the ‘Contract Reference’ box. Where a naming convention does not exist, the ‘Contract Reference’ box can be left blank and the system will automatically assign a unique ID to each contract.

1. You can then choose if this contract should be related to another contract in a hierarchical format
1. Adding hierarchy details allows you to link your new contract to existing contracts.
   
2. Where the contract you are adding is supplementary to another, you can add the overarching contract as a “parent” contract.
   
3. Alternatively, where existing contracts feed into the new contract you are adding, you can add these supporting contracts as “children”.
   

1. If you have Categories setup you can then assign the relevant categories under Category Hierarchy. 
   
1. Your category hierarchy is set up by your Superhost in the “Opportunities” module (Category Dojo). If you cannot see any categories but believe you should be able to, please contact your Superhost and ask them to grant you permission to view the relevant portfolio.

1. If you have any Custom Fields setup you can then select which Custom Fields are appropriate to the contract here.
   
1. Custom Fields are company-specific fields that are added to allow you to store the data that is most important to your business. Fields can be in a range of different formats, including multiple choice, text and check-box. They can be added, edited or removed from the Custom Fields cross-module admin page.

1. Under Uploaded files you can add any supporting documents to the contract
1. Files associated with your contract are uploaded here, selecting the type of document from the “File type” drop-down list. The list of options is customisable in the Contract Settings.
2. If appropriate, you can note down the physical location of your document. Once added, documents can be downloaded and / or removed.

1. You now need to specify the value of the contract under the Contract Value heading
   

1. You now need to select your contact for the supplier
   
1. Each contract can be linked to the relevant supplier contact(s) by their email address.
   
2. If the supplier has an existing Market Dojo account from either participating in a sourcing event or being onboarded, then their name and contact information will be pre-filled, if not then the details will be blank for you to complete. The name and phone number fields can only be updated by the supplier once their account has been created, whilst the company name can be amended by you.
   
3. The ‘label’ field gives you somewhere to note down additional information about the contact themself, such as “key contact” or “Account Manager”.

1. Next you need to add any stakeholders if there are any
   
1. Stakeholders can be added to your contract by email address. Any stakeholder(s) will be able to view the contract (but not edit) once they have signed up for a Market Dojo account.
   
2. Stakeholder name and contact details are updated within the user’s account so will not appear until an account has been created.
   
3. The ‘label’ field gives you somewhere to note down additional information about the contact themself, such as “key contact” or “Account Manager”.

1. Next you need to setup the Contract Dates & Alert
   
1. Each contract must have a start date and expiry date. To ensure that you do not miss an opportunity to renegotiate, automatic notifications will be linked to the expiry date.
   
2. The notice period that you must give to terminate the contract must be stated in months. This will then generate the notice date.
   
3. You must then select how many weeks before the notice date you would like to start to receive notifications and how frequently you would like to receive them.
   
4. For example, the contract might start on the 1st January 2021 with an expiry date of 1st January 2024. If a three month notice period is applied, the notice date would be 1st October 2023.
   
5. If the alert date is set for 13 weeks before the notification date, alert emails will be sent from 2nd July 2023. The frequency of these reminders can be set in days, weeks, months or years.
   
6. It is essential that the expiry date, notification date and alert date all fall after the start date.
   
7. Contracts can be marked as automatic renewal. This check-box only acts as a flag, it does not impact the expiry date or notifications.
   

1. You can then add notes to the contract using the Notes section
   
1. Each contract can have multiple notes attached to it.
   
2. If you choose to "Make this a private note" then your comments will not be available to anyone but yourself.
   
3. You can select which notes are included in the notifications that the system sends regarding this contract by ticking the "include in alerts" box. Public notes marked to include in alerts will go to all selected stakeholders and the contract owner and Private notes marked to include in alerts will go to their creators.
   
4. Bookmarked notes will move to the top of the list.
   

1. Click Save