Contracts & signatures

Every booking can carry a contract your customer signs electronically, filed against the booking with an audit trail. You write the terms once in Settings → Legal; the contract itself is generated per booking and lives on the booking's Documents tab.

Set your terms once

Settings → Legal holds four documents, each written as plain text with a tab per language.

• Privacy policy, Terms of service and Cookie policy are published as pages on your site.
• Trip conditions is the one that matters here. It's appended to every contract you generate, so it's the document that binds. Keep it current — a contract signed today uses the text as it stands today.

On the same page, Organizer signature takes an image of your signature, which is applied to contracts on your agency's behalf. If you don't upload one, your registered legal name is used instead. Your registered details come from Settings → Contact & email; see Your website & brand.

Before you can generate one

The contract is built from real booking data — the trip, the dates, the price and the people travelling — so every traveller has to be on the booking first. If someone is missing, generating the contract is refused until you add them. See Managing a booking.

The signed proposal is attached to the contract as an annex, along with any changes agreed since. So is the amendment history, which means the signed document reflects the trip as actually agreed rather than an early draft.

Getting it signed

Your customer signs inside the booking flow on your own site — no separate portal, no app to install.

1. On the contract step, the customer presses Generate Contract.
2. The contract opens for them to read and sign in place.
3. They complete the signature and confirm.
4. They see a confirmation with a Download Signed Contract button and continue to payment.

One thing to know: generating a contract does not email anyone. It's silent on purpose, so you decide when and how the customer hears about it. Send them the link yourself, or through WhatsApp or email from the booking — see WhatsApp & the inbox.

Once it's signed, everything happens at once: the signed PDF and its audit log are filed on the booking, a copy is emailed to the customer, and your team is notified by email and in the app. If the customer declines instead, your team is notified of that too.

Following a contract's progress

The Documents tab on a booking has a Contracts section listing every contract with a colour-coded badge:

• Draft — created, not yet with the customer.
• Sent and Viewed — with the customer; viewed means they've opened it.
• Started — they began signing.
• Signed — done. A download button appears for the signed PDF.
• Declined — they refused. Follow up directly.

Signed contracts are stored privately. They are reachable from your admin and from the customer's own account area on your site, never from a public address.

When the trip changes after signing

If something changes enough to need a new contract, use Regenerate contract (re-sign) on the booking's action menu. The new contract supersedes the old one and the customer signs again; the previous version stays in the contracts list, marked superseded, so nothing is lost.

Regenerating is also silent, and the customer is not told. A red banner stays on the booking reminding you that a regenerated contract is waiting for signature and that they haven't heard about it — it clears when the new one is signed. Don't let it sit there.

Customers see their signed contract, any previous versions and the annex from the trip's Overview in their account area on your site.

What's next

• Managing a booking — travellers, changes and documents.
• Taking payments — take the deposit once it's signed.
• Your website & brand — your legal identifiers and registered address.