Parties and persons in a contract
How to assign each contracting party's persons with a role, a contact person flag and the phone number and e-mail address used in this contract.
For every party of a contract you can list the persons of its company: who signs, who is the contact person, and which phone number and e-mail address they use in this matter. These details go into the contract document and into the notification e-mails.
Before you start
- The person must exist under Master data → Persons and be assigned to their company.
- If the person signs the contract, their signing authority must be ticked at the company (Partners → the partner → the partner's persons → Sign).
- Choose the company first. Without a company the Persons block shows: "Choose the company first — its persons can then be added here."
Adding a person step by step
- Open Contracts → Contracts and click the blue pencil icon (Edit) in the contract's row. For a new contract use the blue + button at the top right.
- On the Client company or Contracting parties card find the party's Persons block and click Add person.
- Type the beginning of the name into Search person…. Move through the matches with the up and down arrow keys and press Enter to choose. Only persons assigned to the party's company are listed.
- Choose the Role in contract, for example "Authorised signatory (managing director)".
- If this person is the contact for the matter, switch on Contact person.
- Phone in this contract and E-mail in this contract are pre-filled with the contact details marked for this company on the person. If another one is used in this matter, pick it from the list.
- Click Save at the top right. The form stays open and the message appears at the top.
Which roles can be chosen?
The available roles depend on the contract type. Every type offers Authorised signatory (managing director) and Attorney (proxy); both appear as signatories in the document.
| Contract | Additional roles |
|---|---|
| Real estate brokerage | Contact person – one per party, and it is expected |
| Construction supervision | Contact person, Technical contact, Construction supervisor |
| Works contract | Contact person, Technical contact, Construction supervisor, Responsible site manager (at most one per party) |
| Any other contract | Contact person, any number |
Data room access from the contract
In a real estate brokerage contract, Data room access can be switched on in a person's row on the agent's side. The marked person receives a data room user for the term of the contract and an activation link by e-mail to set their own password. On the principal's side the flag grants no access. Details: the data room chapter of the system description.
Example
Sample Property Ltd. and Example Investor plc sign a real estate brokerage contract. In Sample Property Ltd.'s row Anna Kovács is "Authorised signatory (managing director)" and Péter Szabó is "Contact person"; for him the mobile number is chosen instead of the office number. Data room access is also switched on for Péter Szabó. After saving, Péter Szabó receives the data room activation e-mail, and the contract document shows his mobile number.