Introduction

This article is intended to introduce the new feature Group Level Contract Configuration, , which roles can access the Group Level Contract Configuration entry, how it can be configured, where property staff can see it at the Property Level Contract Page after configuration is completed, and what other operations can be performed.



Who has permission to view and access the Group-Level Contract configuration entry

Only users with the appropriate role permissions, an enabled account status, and either an Organization-Level User Account or a Brand-Level User Account with Full Access Scope can view the entry to access the Group-Level Contract page

Note: Admin can configure the role permission in this google sheet https://docs.google.com/spreadsheets/d/1MRtGTe8m6ViyCFQZyqZTIg2tKwkRf9U1Ss48zsyTPnE/edit?gid=340736327#gid=340736327


How to access the Group Level Contract configuration page

On any property level contract template setting page, click the 'Switch to Group Level' button in the upper right corner of the page to enter the group level configuration page. 


Conversely, once inside, click the 'Switch to Property Level' button in the same location to return to the property level Contract configuration page.



How to add a new contract template configuration on a Group Level


First, select which ’Group‘ (i.e Yugo - AU) under which ‘Group Level Academic Year’ you want to configure the Contract Template for by selecting the drop down box in the upper left corner of the page


Second, click the '+' button in the upper right corner to add a new contract, and enter the required fields in the pop-up window, including: 


  • Contract Name 
    • Required Field
    • There is no requirement for duplicate Contract Template names at Group Level, but please be careful when naming your Contract Template


  • Contract Stage
    • Required field
    • Optional Value: Booking Confirmation, Amendment After Check In


  • Amendment Details
    • Required field when 'Contract Stage' is Amendment After Check In
    • Optional Value: General, Bed, Tenancy, Installment, Guarantor


  • Contract Type 
    • Required field
    • Optional Value: Normal, Short Term, Addendum

  • Booking Category
    • Required field
    • Optional Value: Direct Let, Group

  • Academic Year
    • Required field 
    • Optional Value: Group Level Academic Year 
      • Note: On the Group Level Contract Template settings page, when creating or editing a contract template’s ‘Academic Year’ field, you can only select an ‘Academic Year’ associated with that specific Group
  • Applicable Property 
    • Required field
    • Only properties belonging to this Group and associated with the selected Group-Level Academic Year are available for selection
    • It determines which properties can be applied to this contract
  • Publish Config
    • You could select either ‘Publish Now’ or ‘Auto Publish’
    • To use the 'Auto Publish' feature for Group-Level Contracts, you must first select the timezone and then choose the valid date.


How to edit the existing group level contract template

First, select which Group you want to configure the Email Template for in the drop-down box at the top left corner of the page.


Second, select an existing Contract Template and click 'Edit Basic Information' in the drop-down arrow in the upper right corner, except for the 'Applicable Property', you can only check new property value, and can not uncheck the existing property value after submit


When are Group-Level Contracts synchronized to the Property Level?

  • Group Level Contract Template Draft Creation:
    • When all required fields are completed and contract content exists
    • Upon submission, a draft version is generated at the Group Level


  • Property-Level Synchronization:
    • Only occurs after the contract is published
    • Upon publication, the Group-Level Contract becomes visible across all associated Property-Level contracts


How do Group-Level Contract operations affect Property-Level Contracts?

When editing content  on a published Group-Level Contract:

  1. A new draft version is created at the Group Level .
  2. Publishing this draft will generate a new version of the group level contract and the updated content automatically synchronizes to all associated Property-Level Contracts.


When editing basic config information on a published Group-Level Contract：

  1. Will immediately synchronizes the changes to all associated Property-Level Contracts without requiring a separate publication step.


When inserting watermark on a published Group-Level Contract：

  1. Applying a watermark to a published Group-Level Contract automatically update the watermark to all associated property-level contracts in real-time.


When archiving template on a published Group-Level Contract：

  1. Archiving a published Group-Level Contract template will simultaneously archive both the group level contract and all applicable property-level contracts


When viewing the history version on a published Group-Level Contract：

  1. Group and Property-Level Contracts share identical contract version histories



What actions can property-level staff perform on contracts that are synced from Group Level?


  1. Contracts synced from Group to Property Level feature a default-enabled toggle. Property-level staff can only:
  • Enable/disable the contract using this toggle
  • View Contract Details
  • View History Versions
  • But all the configurations and content remain locked for editing at the property level.