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

  1. 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.

  2. 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.

  3. 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.

What next?

  • 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.

Field

Description

Occupier

Fixed: The name of the occupier.

Contract ID

Mandatory.

This reference identifies your contract in a third-party customer relationship management (CRM) system.

  • Term start date

  • Term end date / No end date

The dates that this contract runs between:

  • Term start date - When the contract starts.

  • Term end date - When the contract ends, if that is a specific date.

  • No end date - Indicates that the contract does not have a set end date. A contract with no end date is a rolling contract.

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.

Billing day

The day of each month when the charge is raised for the occupancies associated with the occupier's contract.
Example: Select 10th to bill the occupier for the lease on the 10th of each month from the start of the associated contract.
For more information about billing day, see About monthly charges.

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.

  • Cancel

  • Continue

Navigation:

  • Click Cancel to cancel the journey completely and discard your changes.

  • Click Continue to save your selections and progress to the next page.

Select sites

Select the sites that the occupier should have site access to under this contract.

Field

Description

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.

  • Back

  • Cancel

  • Create contract

  • Continue

Navigation:

  • Navigate Back to review your previous inputs.

  • Click Cancel to cancel the journey completely and discard your changes.

  • Click Create contract to create the contract without an occupancy.

  • Click Continue to save all of your selections and progress to create the occupancy details.

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.

Field

Description

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.

Occupancies (right)

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.

  • Back

  • Cancel

  • Continue

Navigation:

  • Navigate Back to review your previous inputs.

  • Click Cancel to cancel the journey completely and discard your changes.

  • Click Continue to save all of your selections and progress to agree the pricing associated with your occupancy.

Pricing

Set the monthly pricing details for the occupied spaces. Note: Each row represents the monthly charge for a selected space.

Field

Description

Space name

The name of the space that the lease associated with this contract incorporates.

Lease product

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.

RRP

The Recommended Retail Price for the occupancy per month.

This is the price that is recommended by essensys.

Price

The amount the operator is actually charging the occupier for the occupancy per month.

  • Back

  • Cancel

  • Create contract

Navigation:

  • Navigate Back to review your previous inputs.

  • Click Cancel to cancel the journey completely and discard your changes.

  • Click Create contract to create the contract and the occupancy.

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