When you create an occupier and their accesses, occupancies, and services, a contract is automatically created at each site. This contract links the occupier to a site, and provides details about their site access and leased spaces (occupancies) at that site.
This article describes how you can manage contracts, including:
Discard an upcoming contract.
Discard a contract that is no longer required. When you discard a contract, your occupier can no longer have site access, occupancies, or services at the associated site.
Edit an existing contract.
Update your contract's start and end dates, update your contract ID, or add an external reference to an equivalent data point in a third-party system.
Add more sites for an existing occupier (step 4 - create contract).
Create a contract that links an occupier to an additional site. Once created, you can grant site access, create occupancies, and activate services for your occupier at this site.
Update space occupancies (space move).
You can update your occupier's leased spaces, adding or removing spaces (offices, meeting rooms, floors, and so on) for them as their teams grow or change their working patterns.
Create a service guide.
There are typically two uses for a service guide; initially as a "Welcome pack" that you print for your occupier when they move in to their leased spaces, and subsequently as a network reference. In both cases, the service guide provides summary information that helps the occupier to understand their managed office.
Access contracts page (view occupier contracts)
All of the functionality described in this article is accessed from an occupier's Contract page. To open this page for a particular occupier:
In the main menu, select Occupiers.
The Occupiers page opens. By default, the Contracts tab and the first occupier alphabetically are selected.
Select an occupier.
Select the Contract whose details you want to view, edit, or discard.
The selected contract opens in the Contracts view.
Info: When you create an occupier at a site, or to add another site, the contract is created with the name of the site as its Contract ID.
Discard an upcoming contract
You can only discard a contract that is in the UPCOMING state. That is, that constrains an occupancy or site access that has not yet reached its start date.
In the top-right corner, click Discard contract.
If you are sure you want to discard the contract, click Discard.
The contract is discarded, and any associated occupancies are also deleted.
Note: You cannot create a service guide for a discarded contract.
Edit an existing contract
Important: You can only edit contracts that are in the ACTIVE, COMPLETED, or UPCOMING states. You cannot edit contracts in the pending or discarded states. You cannot edit the contract dates for completed contracts.
In the top-right corner, click Edit contract.
If you are happy with the information in the Modifying a contract term message, click Modify dates.
The Modify a contract term dialog box opens. For details, see Modify a contract term dialog.
Update the contract details.
Update the Contract ID.
If the contract is in the UPCOMING state, you can change the Term start date.
Note: This will change the start date for your site accesses, occupancies, and service activations.
If the contract is in either the UPCOMING or ACTIVE state, you can change the contract end date by either:
Using the calendar to change the Term end date.
Using the No end date check box.
Add, update, or remove an External system identifier:
To remove a current identifier, click X (remove external reference) to the right of the identifier.
To add an identifier, select the External system and enter the Identifier.
Once you are happy with your changes, click Save.
The changes to your contract are saved.
If you updated your contract's start date (upcoming contracts only), this change affects:
When your contract and any associated site accesses or space occupancies start.
When any associated services begin. Note: Services inherit the start date of the contract they are associated with.
If you updated your contract's end date, and your contract has space occupancies, the move out dates of those occupancies are updated to match the contract's new end date.
Occupiers - Contracts page
Contracts list (filters)
The contracts list shows this occupier's contracts. Each contract, typically, has a name (contract ID) that references the site that the contract is associated with.
Filter the list of contracts by typing part or all of the contract name (Contract ID).
Show only those contracts in a specific state.
The "open" states are:
The "closed" states are:
Note: You can only manage open contracts.
Show contracts associated with any of the occupier's sites, or select the site whose contracts you are interested in.
Contracts page (Main editor)
Click to update the contract start or end date, contract ID, or external references.
Click to discard an existing contract and delete any associated occupancies.
Basic term details for the contract.
Click to create a service guide for this occupier at the selected site.
External system (mappings)
Identifies an equivalent data point for this contract in a third-party system.
Tip: You can only specify an external mapping when you are editing an existing contract. See Edit an existing contract.
Leases / Occupancies:
The occupancies (leased spaces) and site accesses that this contract grants to this occupier.
You can create and manage occupancies on an ongoing basis. For more details, see Update space occupancies.
Modify a contract term dialog
This dialog box is used to change the basic details associated with an active, completed, or upcoming contract.
The name of the occupier whose contract you are editing.
When the occupier is first created, the contract ID matches the name of the site that it grants the occupier site access to.
Note: You can update this name to any value.
Term start date
You can only change the contract start date for contracts in the upcoming state.
When you change the contract start date, you change:
Note: If there are dependencies between the start dates for your services, changes to the service start date may not be visible immediately.
You can only change the contract end date for contracts in the upcoming or active state.
The contract end date is the date on which the occupier's site access and space occupancies are expected to end. You can specify:
When you change the contract end date, you change:
These values are reset to match the new contract dates.
External system identifier:
Add, edit, or remove a reference to an equivalent data point in a third-party system.
If you specify an external system identifier:
Tip: If you cannot select a particular External system from the drop-down list, you should contact us.