Where an occupier and operator enter into a relationship that grants the occupier access to operator sites, leases spaces to them, or allows them to consume services at a site, a contract is created that represents the terms and conditions of the relationship.
This agreement is created in a third-party system, but modeled as a contract in the essensys Platform.
Important: In order for the operator to offer any services to the occupier using the essensys Platform, at least one occupier contract must be modeled.
Managing Occupier Contracts
You can use these pages in the essensys Platform to:
Model a new contract for an occupier in the essensys Platform. The contract may contain details of any spaces that are leased from the operator.
Edit the dates associated with an existing contract.
Discard an existing contract.
Important: You cannot edit the sites or spaces associated with an existing contract. If you want to alter those details, you must delete your contract and then create a new contract.
Accessing the Occupier Contract pages
In the main menu on the left, select Occupiers.
Tip: You can filter the list of occupiers by typing a name into the search bar above the list of names.
From the page that opens, select the occupier whose contract or contracts you are interested in.
The basic details for the selected occupier open in the main editor.
Click the Contracts tab.
Any contracts associated with the selected occupier are displayed in the main editor.
Create a new Contract
You can create two types of contract between yourself (the operator) and an occupier:
Create a contract with an occupancy.
The occupier is entering into an agreement with the operator that includes a lease for one or more spaces.
Create a contract without an occupancy.
The occupier is entering into an agreement with the operator that does not include a lease for one or more spaces. The contract provides the occupier with site access, and entitles them to use shared spaces or, if they are a Dynamic Booking module user, book spaces on an ad hoc basis.
For details of the individual fields, see Create a contract wizard.
Publish a Service guide.
You can supply occupiers with a service guide related to their contract that provides details of their occupancy, network, and services.
Create a contract wizard
The contract is created using the Create a contract wizard. This wizard is opened when you click Add a contract on the Occupiers > Contracts page.
Set the term
Specify the basic details of the contract, including the dates and billing details.
Fixed: The name of the occupier.
This reference identifies your contract in a third-party customer relationship management (CRM) system.
The dates that this contract runs between:
Note: The end date does not cause services to cease or be decommissioned. This prevents occupier's services from unexpectedly ending.
Tip: Devices must be deactivated and services unassigned for a service to stop functioning and for charges to stop.
The day of each month when the charge is raised for the occupancies associated with the occupier's contract.
Pro-rata charges for partial months
Select this option if your contract allows pro-rata payments when the occupier uses spaces or services for only part of the month.
Select the sites that the occupier should have site access to under this contract.
Site list (left)
The sites that this occupier can be assigned site access to.
Optionally, filter the available sites by typing part or all of the site name into the search field.
To associate the contract with a site, click the Arrow to move the site into the selected column.
Repeat as required.
Selected sites (right)
The sites that this occupier will be assigned site access to once this journey is successfully completed.
To break an association between the contract and a site, click X to remove it from the right-hand column.
Example: You might create a contract without an occupancy if the occupier never makes use of a physical space, or if they use the Dynamic Booking module to make use of desks or meeting rooms at a site on a purely ad hoc basis.
Create the occupancy
Create the occupancy by selecting the sites and spaces at those sites that the occupier wants to lease. The content of the Occupancies column (right) indicates the extent of the leased spaces.
Selected sites (left)
Select the site that contains the space or spaces that your occupier wants to lease.
Available spaces (middle)
Click the Arrow to select the space in the Available spaces list and move it into the Occupancies column.
Tip: Grey is used to indicate spaces that are unavailable.
The spaces that this occupier will lease once this journey is successfully completed.
To break an association between the contract and the leased space, click X to remove it from the right-hand column.
Set the monthly pricing details for the occupied spaces. Note: Each row represents the monthly charge for a selected space.
The name of the space that the lease associated with this contract incorporates.
The name of the Lease product that indicates the cost of the occupancy.
Note: If there is no lease product associated with the space, this value will say N/A. This may either mean that the essensys Platform is not used for this occupier's occupancy charges, or that this occupancy does not attract a charge per month.
The Recommended Retail Price for the occupancy per month.
This is the price that is recommended by essensys.
The amount the operator is actually charging the occupier for the occupancy per month.