The module marina office staff use to create, send, and track signed agreements with long-stay boaters and berth holders.
This module lets you create formal contracts with your boaters, send them for online review and signature, and store the signed records. You can add billing line items, require documents from the boater, attach your own marina documents, and track the full history of each agreement. Once a boater signs online, the contract becomes active and all key details are locked.
| Screen / Area | What you use it for | Typical daily tasks |
|---|---|---|
| Contracts List screen | You use this screen to see all contracts across all statuses. It is the default view when you open the module. | Check which contracts are pending customer review or recently signed. |
| All tab | You use this tab to see every contract regardless of status. | Get a full picture of all agreements at any point. |
| Draft tab | You use this tab to see contracts you are still building. | Resume editing an unfinished contract. |
| Prepared tab | You use this tab to see contracts that are complete and ready to send to the boater. | Send a prepared contract for customer review. |
| Pending Review tab | You use this tab to see contracts that have been sent to the boater but not yet signed. | Follow up with a boater who has not signed. |
| Active tab | You use this tab to see contracts that have been signed and are currently in effect. | Confirm a boater's active agreement is on file. |
| Expired tab | You use this tab to see contracts that reached their natural end date. | Review historical agreements for returning boaters. |
| Terminated tab | You use this tab to see contracts ended early by the marina or the boater. | Check termination reasons for past agreements. |
| Filters Panel | You use this panel to narrow the list by Customer Kind, Boat Type, Start Date range, End Date range, or Total Value range. | Filter by Customer Kind to find all owner agreements. |
| Search Bar | You use the search bar to find a contract by customer name, company, email, or boat name. | Look up a specific boater's contract quickly. |
| Contract Details panel (show page) | You use this panel to see the agreement's start date, end date, customer, boat, berth, and current status. | Verify the correct berth and dates are on record before the boater arrives. |
| Contract Items panel (show page) | You use this panel to see all billing line items including service, service dates, quantity, unit price, tax rate, and totals. | Confirm what has been charged and check the contract total. |
| Questions panel (show page) | You use this panel to see which questions were assigned to the boater and whether they have been answered. | Check if the boater has answered all required questions before signing. |
| Notes panel (show page) | You use this panel to see the note visible to the customer (labelled Notes for Customer on the show page, Note for Boater in the wizard) and the note visible only to staff (labelled Internal Notes on the show page, Internal Note in the wizard). | Add an internal reminder about a boater's special requirements. |
| Signature panel (show page) | You use this panel to see whether the boater has signed the agreement and when the signature was captured. | Confirm a signature is on file before issuing an invoice. |
| Required Documents panel (show page) | You use this panel to see which documents the boater must upload and whether each one has been submitted. | Check if an insurance certificate or boat registration has been uploaded. |
| Marina Documents panel (show page) | You use this panel to see the documents your marina attached for the boater to read, such as marina rules or terms and conditions. | Confirm the correct rules document is attached before sending. |
| Audit Trail panel (show page) | You use this panel to see a full chronological log of every event on the contract, including creation, amendments, uploads, and status changes. | Review what happened and when if a boater disputes a change. |
| Change Status modal | You use this modal to move an agreement to a new status. Only valid transitions are shown for the current status. | Submit a prepared contract for review or terminate an active agreement. |
| Create Contract wizard – Customer Selection step | You use this step to choose the customer (required), boat (optional), and berth (optional) for the new contract. | Select the boater before setting any dates or billing details. |
| Create Contract wizard – Itinerary step | You use this step, the second step in the wizard, to set the contract start date and end date. | Set the exact berth period for a seasonal agreement. |
| Create Contract wizard – Contract Items step | You use this step, the third step in the wizard, to add, edit, or remove billing line items for the contract. | Add a berth fee and a shore power charge before finalising. |
| Create Contract wizard – Documents, Questions & Notes step | You use this step to attach marina documents, request documents from the boater, add agreement questions, and write notes for the boater and internal notes for staff. | Attach marina rules, require insurance upload, and add a note about parking access. |
| Create Contract wizard – Review Agreement step | You use this step to review every detail of the contract before saving. | Spot-check customer, dates, billing items, and documents in one view before saving. |
| Contract Documents (Marina Settings) | You use this area to upload and manage reusable PDF documents that can be attached to contracts, such as terms and conditions or marina rules. | Upload an updated rules document at the start of the season. |
| Feature | What it does |
|---|---|
| All tab | Shows all contracts regardless of status. This is the default view when the Contracts screen opens. |
| Status tabs (Draft, Prepared, Pending Review, Active, Expired, Terminated) | Each tab filters the list to show only contracts in that status. |
| Create Contract | Opens the five-step wizard to build a new contract from scratch. |
| Search contracts | Finds contracts by customer name, company name, email address, or boat name. |
| Filter by Customer Kind | Narrows the list to a specific customer type such as Transit, Renter, Owner, Member, Guest, or Other. |
| Filter by Boat Type | Narrows the list to a specific boat kind. |
| Filter by Start Date range | Shows contracts whose start date falls within a chosen date window. |
| Filter by End Date range | Shows contracts whose end date falls within a chosen date window. |
| Filter by Total Value range | Shows contracts whose total billed value falls between a minimum and maximum amount. |
| Clear All | Removes all active filters from the list. |
| Mark as Prepared | Moves a Draft contract to Prepared, indicating it is ready to send to the boater. |
| Submit for Review | Moves a contract to Pending Review and sends the boater an email with a link to review and sign online. |
| Revert to Draft | Moves a Prepared or Pending Review contract back to Draft so you can make changes. Any boater progress is lost. |
| Terminate Agreement | Ends a contract early. Requires you to provide a written termination reason. This action cannot be undone. |
| Mark as Expired | Marks an Active contract as Expired to indicate it has reached its natural end date. |
| Edit | Opens the contract wizard so you can update details. Only available for contracts in Draft or Prepared status. |
| Downloads a formatted PDF copy of the contract from the details screen. | |
| Add Contract Item | Adds a billing line item to the contract during the Contract Items step. |
| Edit / Remove (Contract Items) | Edits or removes an existing billing line item within the contract wizard. |
| Note for Boater | A rich-text note visible to the boater when they review and sign the contract online. |
| Internal Note | A staff-only note on the contract that the boater cannot see. |
| Marina Documents (attach) | Attaches one or more reusable marina documents to the contract for the boater to read during signing. |
| Required Documents from Boater | Specifies which document types the boater must upload before or after signing. |
| Agreement Questions | Adds questions the boater must answer when they review the contract online. |
| View (Required Document) | Opens an uploaded document submitted by the boater directly from the contract details screen. |
| View (Marina Document) | Downloads a marina document attached to the contract. |
| Upload Document (Contract Documents) | Uploads a new reusable PDF document to the marina's document library. |
| Edit (Contract Documents) | Updates the name, description, or file for an existing document in the library. |
| Archive (Contract Documents) | Hides a document from future contracts while preserving it in existing agreements. |
| Customer link | Opens the customer record directly from the contract details screen. |
| Boat link | Opens the boat record directly from the contract details screen. |
| Status / Badge | Meaning | What you should do next |
|---|---|---|
| Draft | The contract is being built by marina staff. Terms, dates, items, and documents can still be changed. | Finish adding billing items, attach documents, then mark as prepared when ready. |
| Prepared | All required fields are complete and the contract is validated. It has not yet been sent to the boater. | Click Change Status and select Submit for Review to send it to the boater. |
| Pending Review | The contract has been emailed to the boater for online review and signature. | Wait for the boater to sign. Follow up by phone if no response after a few days. |
| Active | The boater has signed the contract online. Core terms are now locked and cannot be edited. | Monitor document compliance and check the Audit Trail for any updates. |
| Expired | The contract reached its natural end date. This applies to fixed period contracts only. | No further action is required. Review if the boater needs a renewal. |
| Terminated | The contract was ended early by the marina or the boater. The record is preserved for auditing. | Check the termination reason in the Audit Trail. No further action is required. |
| Answered (Question badge) | The boater has provided an answer to a contract question. | Read the answer and note any relevant context in the Internal Notes field. |
| Not answered yet (Question) | The boater has not yet answered this question. | Follow up with the boater if the contract is in Pending Review. |
| Uploaded (Required Document) | The boater has uploaded this required document. | Click View to check the document and confirm it is correct. Note any expiry date shown. |
| Not uploaded yet (Required Document) | The boater has not yet submitted this document. | Remind the boater to upload it, especially if the document is mandatory. |