Contract manager
Contract manager settings are under Settings > Contract.
Contract overview
Section titled “Contract overview”After the add-on is activated, the Contracts tab appears in the main menu. There you will find:
- An overview of all created contracts with current status
- The Templates tab to manage your contract templates
- The Add button to create new contracts
Create contract templates
Section titled “Create contract templates”Contract templates are the basis for all contracts. Before you can create a contract, you must create at least one template.
Create a template
Section titled “Create a template”- Go to Contracts > Templates and click Add.
- Enter a clear title (e.g. “Rental agreement triple gym”).
- Enter a contract heading—this appears on the contract PDF.
Structure of a template
Section titled “Structure of a template”A template consists of three sections:
| Section | Description |
|---|---|
| Header | Contains placeholders for landlord and customer data (e.g. company name, address, contact person). These are filled automatically from data stored in Locaboo. |
| Body (template builder) | The actual contract content. You create the clauses with the template builder. |
| Footer | Closing text, signature fields, and placeholders for landlord and customer names. |
Placeholders
Section titled “Placeholders”The header and footer use placeholders that are filled automatically with the corresponding data:
- Landlord data: Taken from your manager account (company, address, contact person)
- Customer data: Taken from the customer profile (company, address, contact person)
You can replace placeholders with fixed text at any time—for example “represented by the mayor” instead of the manager name.
Template builder
Section titled “Template builder”In the body of the template you use the template builder to add contract elements:
| Element | Description |
|---|---|
| Text block | Free text for contract paragraphs. Choose type TinyMCE for formatting (bold, italic, alignment—similar to Word). |
| Date field | Input field for a date (e.g. event date). |
| Dropdown | Dropdown selection (e.g. responsible caretaker for key handover). |
| Text input | Free text for individual entries (e.g. key number, on-site contact). |
All elements in the template builder can still be edited when the contract is created later. The template defines the structure; concrete values are entered when the contract is created.
Create a contract
Section titled “Create a contract”There are two ways to create a contract:
Path 1: From a booking
Section titled “Path 1: From a booking”- Open the booking in the calendar and click Edit.
- Under Settings in the booking sidebar you will find the option to create a contract.
- Customer and booking are linked automatically.
- Select the desired contract template.
Path 2: Via the contract overview
Section titled “Path 2: Via the contract overview”- Go to Contracts and click Add.
- Select the customer.
- Save the contract and then add the booking.
- Select the desired contract template.
Edit and release contract
Section titled “Edit and release contract”After creation, the template is filled with the concrete data:
- Booking details (resources, time ranges, prices) are inserted automatically
- Template builder fields can be filled and adjusted manually (dates, dropdowns, free text)
- Additional information can be added in text blocks (e.g. on-site contact)
Contract status
Section titled “Contract status”| Status | Description |
|---|---|
| Draft / option | The contract is being prepared and can be edited freely. |
| Released | The contract is complete. Only after release can it be sent to the customer and shown in the customer account. |
| Cancelled | The contract was cancelled. |
Progress tracking
Section titled “Progress tracking”For each contract you see the processing state:
- Created – The contract was created successfully.
- Signed – Indicates whether the contract was signed.
- Sent – Indicates whether the contract was emailed to the customer.
Digital signature
Section titled “Digital signature”Digital signature enables a fully paperless contract workflow.
Activation
Section titled “Activation”Enable digital signature under Settings > Contract with the checkbox Enable digital signature.
Signature process
Section titled “Signature process”After activation, two signature fields are available:
| Field | Description |
|---|---|
| Landlord signature | You sign digitally as city/municipality/organisation in the contract. |
| Tenant signature | The customer can sign on site or from home. |
Flow from the customer’s perspective
Section titled “Flow from the customer’s perspective”- The customer receives the released contract by email with a link to the booking platform.
- Under Contracts in the customer account, the customer finds all contracts created for them.
- The customer can view and sign digitally (with mouse or touch).
- After signing you receive a notification (in-app and/or by email).
- The signed version is saved automatically and can be downloaded.
Alternative: handwritten signature
Section titled “Alternative: handwritten signature”Instead of digital signature you can:
- Download the contract as PDF and print it.
- Send the contract to the customer (by post or in person).
- Upload the handwritten signed document to Locaboo.
Custom contract background
Section titled “Custom contract background”Under Settings > Contract you can upload a custom letterhead or contract background as PDF. Your contracts then appear in your organisation’s usual corporate design.
Adjust the margins so the contract text aligns correctly on your letterhead. A preview shows the result directly.
Contract on the booking
Section titled “Contract on the booking”Created contracts are linked directly to the booking and visible in the booking sidebar (green notice area). That way you always have access to the related contract without opening the contract overview.