AdminContracts

Manage contracts

Create, send, and track digital contracts for staff, campers, and guardians in the Admin Contracts area, including templates, statuses, and signing.

What you can do in Contracts

Use the Admin Contracts area to build reusable contract templates, generate individual contracts for staff, campers, or guardians, email them for electronic signature, and track status through to completion.

Common tasks:

  • Enable the Contracts Module for your site

  • Create and maintain contract templates

  • Generate contract instances for specific people

  • Email contracts with personalized links

  • Monitor Draft, Sent, Signed, and Completed statuses

  • Download signed contracts as PDFs and review signature details

The Contracts Module is designed to streamline collecting signatures. It does not replace your legal counsel. Confirm with your attorney that your contract wording and signing process meet your local legal requirements.

Enable the Contracts Module

Turn on the Contracts Module before you try to create or send contracts.

You need Admin-level access to change Site Settings. Site Settings save automatically as you change them.

Open Site Settings

Go to Admin → Site Settings, then open the Modules tab.

Enable the Contracts Module

Find Contracts Module and toggle it on. The description confirms this enables staff contracts, lets you build templates, send them out, and collect signatures digitally.

Open the Contracts area

In the admin navigation, go to Admin → Contracts. You now see tabs or sections for managing contract templates and contract instances.

When the module is enabled and accessible, you are ready to build templates.

Contract templates

Contract templates define the content and layout you reuse across many staff or family members.

A template includes:

  • Internal name and description

  • Active or inactive status

  • Optional default header

  • HTML body content with merge fields to personalize each contract

Create a new contract template

Open Contract Templates

Go to Admin → Contracts. The list shows templates with status filters All, Active, and Inactive, plus a search box. Use Edit default header when you want one shared letterhead for new templates.

Add a new template

Click New Contract Template. The editor opens with a compose column on the left and context panels on the right.

Enter template details

Under Template, give the template a clear Name and short Description. Set Status to Active or Inactive. Inactive templates stay in your list but cannot be sent.

Set the header and body

Edit Contract header and Contract body in the rich text editors. Merge tags in the header (for example camp name and logo placeholders) fill in per camp. The signature block is added at the bottom of the body automatically.

Choose what happens after signing

In the After signing panel, set User status (and the application-status control when it appears). Leave either on No Change to keep the signer's current value. See Optional status changes on signing.

For staff contracts, you can also check Require a guardian signature under 18. Helper text: Staff under 18, or with no birth date on file, must have a guardian sign this contract too. When that applies, the portal shows a required Guardian Signature field (placeholder Guardian full name) before the staff member can finish signing.

Save the template

Click Save in the action bar. Use Preview or Preview contract after the first save to open a preview of the last saved version.

Create separate templates for different groups (for example, counselor contracts, leadership contracts, camper agreements) so you can track and report on each type more easily.

How template changes affect existing contracts

When you edit a contract template, the changes only apply to contracts generated after the edit. Existing contract instances keep their original content. You cannot update previously generated or sent contracts by editing the template.

If you need a new version of a contract for future hires or families, update the template and generate new contract instances from the updated version.

Activate or deactivate templates

Use active/inactive status to control which templates admins can choose when generating contracts.

Change template status

In Admin → Contracts, open the template and set Status to Active or Inactive.

Save the change

Click Save. Active templates can be used for new contracts. Inactive templates stay in the system for record-keeping but are hidden from new contract generation.

Delete vs. deactivate templates

If a template has any existing contract instances, you cannot delete it. Instead, set the template to inactive. This prevents new contracts from using it while preserving historical data.

Use delete only for templates that were never used or were created in error and have no associated contracts.

Merge fields in templates and emails

Merge fields personalize templates and emails with data from your site, such as the recipient name, the template name, and the contract link.

Template content merge fields

Use these merge fields directly in the HTML body of a template.

  • user_name — Full name of the staff member, camper, or guardian associated with the contract.

  • agency_name — Name of your camp or organization as defined in your business or account settings.

  • template_name — Name of the contract template being used, helpful for headings or internal references.

You can include other profile-based merge fields if they are available in your system. Keep merge fields consistent and test them by generating a draft contract.

Email merge fields

When you send or resend a contract email, you can include merge fields in the subject and body to personalize the message.

  • template_name — The contract template name, so recipients know what they are signing.

  • user_name — The recipient's name (staff member, camper, or guardian).

  • contract_url — Unique, secure link to the contract in the parent portal. Recipients click this to review and sign.

  • agency_name — Your camp or organization name, useful for branding and clarity in the email.

Include contract_url in every contract email so recipients can access their contract directly, even if they are not logged in to the portal.

Contract instances (individual contracts)

A contract instance is a specific, generated contract for one person (staff member, camper, or guardian) based on a template.

Instances track:

  • Which template was used

  • Who the contract is for

  • Current status (Draft, Sent, Signed, Completed)

  • Signature details (typed name or drawn signature, date/time, IP address)

  • Portal views and PDF downloads

Open instances for a template

On Admin → Contracts, click the template Name (or the Usage count) to open Contract Instances for that template. The page subtitle shows the template name. Status chips filter the list: All, Draft, Sent, and Signed. Search with Search template, user, email, or season.... The table shows Season, User, Email, Status, Created, Signed, and Portal Views (plus Template when you are not filtered to one template). Pagination shows 100 rows at a time.

On each template row you can Edit, Preview, Print (opens a print-friendly blank template), or Delete. On each instance row you can View Contract, Print, Send to User, delete an unsigned contract, or Download Signed Contract when a signature exists.

Generate a contract instance

Start a new contract

On the instances page, click Generate Contract.

Choose template, season, and staff

Select a Contract Template and Season. Under Send to users, choose one or more staff (placeholder Select staff). Helper text: Select one or more staff. You can generate contracts for several people in one step.

Optionally email them

Leave Email user that they have a contract waiting on the portal checked to write an Email Subject and Email Body, or clear it to generate without sending mail.

Generate

Click Generate Contract in the modal. Each selected person gets their own contract instance.

You can also send contracts from Staff Hub using roster checkboxes.

After you generate and save a contract instance, you cannot edit its text or structure. To change the wording, update the template and generate a new contract.

Contract statuses

Statuses show where each contract is in the signing process.

  • Draft — The contract is generated and saved but has not been emailed to the recipient yet.

  • Sent — You have emailed the contract link to the recipient. They can open it in the portal and sign.

  • Signed — The recipient has submitted their signature, but any follow-up automation (such as status changes) has not fully completed yet.

  • Completed — The contract is fully signed and any configured automations have run. Treat this as the final, signed record.

Use the status column in the Contracts list to filter or sort and quickly see which staff, campers, or guardians still need to sign.

Send and resend contract emails

Emailing a contract sends the recipient a personalized link they use to access the contract in the parent portal.

Open the contract instance

In Admin → Contracts, locate the contract instance you want to send and open its details.

Compose the email

Click Send Email or Email Contract. Enter a subject and body, and include email merge fields such as user_name, template_name, and contract_url.

Send the contract

Review the message and click Send. The contract status moves to Sent when the email leaves the system.

Resend if needed

If the recipient cannot find the email, open the same contract and choose Resend Email. Confirm the email address is correct before resending.

When the recipient clicks the contract link, they arrive at the signing page in the parent portal.

Signing experience in the parent portal

Recipients review and sign contracts through the parent portal using a simple flow.

How recipients sign

Open the contract link

The recipient clicks the personalized contract_url from their email. Depending on your settings, they may access the contract with or without logging in.

Review the contract

The contract opens with the header and HTML content from your template, filled in with merge fields such as their name and your camp name.

Provide a signature

The recipient signs by either typing their name into a signature field or drawing their signature on-screen, depending on your configuration.

Confirm acceptance

They check I agree to the terms and conditions of this contract (and, when the template will change their account, and to the account changes listed above), then click Sign Contract.

When the signature is submitted, the system:

  • Records the typed or drawn signature

  • Stores the date and time of signing

  • Captures the IP address of the device used

  • Updates the contract status to Signed or Completed (depending on configuration)

View tracking, print, and PDFs

Admins can see when a contract was viewed, signed, and downloaded.

  • Portal view tracking shows when the recipient opened the contract page.

  • Use Print on a template or instance for a browser print page (blank template or filled/signed contract).

  • You can download a PDF of the signed contract from the contract instance details.

You can also find signed contract PDFs on the related user profile under the Files tab, alongside other uploaded documents.

Download PDFs for long-term storage outside the system or to share signed contracts internally with HR or leadership.

Optional status changes on signing

On a contract template, you can set what happens to the signer after they finish signing.

  1. Open Admin → Contracts, then open the template (or create one).
  2. In the After signing panel, under User status, choose the account status to apply (for example Active or Pending), or leave No Change.
  3. When your staff Application Status profile field has options set up, you also see a second control whose label matches that field's display name. Choose an option, or leave No Change.

When someone completes signing, Campium applies the choices you saved on the template. Leave either control on No Change to keep the signer's current value for that field.

The application-status control only appears when that staff status field exists with options. See Staff Hub.

Helper text on User status reminds you that they are told about the change before they sign and see it on the signed copy.

What the signer and staff see for status changes

When a template sets a status (not No Change) and the value will change:

Before signing (portal)

  • An info box appears above the agree checkbox: Signing also updates your account, with the planned changes listed.
  • Helper text: Questions about these changes? Contact the camp before you sign.
  • The agree checkbox adds and to the account changes listed above.
  • If those planned changes become out of date before they submit, they see Please review again and must click Review changes to reload the page.

After signing

  • The signed copy shows Thank you, your contract is signed. and a What changed when you signed section (for example, Your account status is now Active.).
  • On the admin contract view, a Changes on signing block lists who signed and the before-to-after lines. A Shown to the signer before signing section records what they agreed to (or Nothing. Signing was not going to change their account. when there was nothing to disclose).
  • For an unsigned contract that still has planned changes, Changes on signing explains that the signer sees those changes and agrees to them before signing.
  • The contract instances list can show the same change lines under the Signed badge.
  • A system note is added on the person's profile, and the notify email can list the changes under Changes on signing.

Settings left on No Change, or values that were already the target status, do not appear in these summaries.

If you rely on automatic status changes after signing, test the flow with an internal user first to confirm the correct statuses update as expected.

Limitations and best practices

  • You cannot edit a contract instance after it is generated or sent.

  • Editing a template does not change any existing contract instances.

  • You cannot delete a template that has associated contract instances; set it to inactive instead.

To keep contract data clean:

  • Use descriptive template names and keep a version history in the name (for example, "Counselor Contract v2").

  • Use inactive status instead of deleting templates that might need to be referenced later.

  • Download and archive PDFs of signed contracts for your own legal and operational records.

Troubleshooting

FAQs

Site Settings

Adjust the Contracts Module and other site-wide settings that affect how contracts work.

Profiles

Review and update the people records that contracts attach to and pull merge field data from.

Discounts

Learn patterns for managing configuration-heavy admin tools that are similar to Contracts.

Was this page helpful?