Contracts

Create and track contract leases for real estate spaces. The contract space might be a building, floor, or another unique space type. In the Analyze module, see details that alert you about contracts ending soon and their costs.

To view contract configuration options, go to Facilities > Contracts and click a contract in the list.

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The Contracts page includes the following:

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  • Table filters: Customize the table by applying filters, repositioning columns, and sorting them.

  • Search: Input at least 3 characters to search for an existing contract.

  • Export: Download details from the table to provide a backup of important data for future reference. Click the export icon at the top of the table.

  • Create contract: Create a new contract.

  • Name: Description of the contract.

  • Contracted area: Names of the spaces included in the contract, which could be a building, floor, or a specific area within a floor.

  • Rent: Monthly cost of the contracted lease.

  • Expiration date: Indicates the date when the lease contract expires and is no longer valid.

  • Early out date: Note the early termination date for the contract.

  • Updated: Date the contract details were last updated.

  • 3 dots menu

    • Update: Update the contract details

    • Delete: Delete the contract

  • Pagination: Use the left or right arrows at the bottom of the grid to navigate through pages or select a specific page number. To adjust the number of entries displayed per page, click 25 per page and select a higher or lower number to show (10, 25, 50, or 100).

Export table

Download details from the table to create a backup of important data. This allows for future reference, easy sharing with others, and deeper insights through more data analysis. The exported data is saved as a Microsoft Excel Comma Separated Values File.

  1. Go to Facilities and select an option.

  2. Click Export. Depending on the web browser you use, do one of the following:

    • The export automatically downloads to the download folder.

    • In the Save As window, navigate to a location to save the file and click Save.

ClosedCreate contract

  1. Go to Configuration > Facilities > Contracts.

  2. Click Create contract and enter a name for the contract, then click Create.

  3. On the Contracts page, enter or select the contract information:

    Display indicates how this information gets displayed throughout the system.

    • Name: Unique name up to 100 characters.

    • Currency type: Currency used for cost details.

  4. Contract indicates the terms of the contract.

    • Expiration: Expiration date for leased buildings. This date is crucial for the Analyze dashboard to provide detailed insights into your real estate portfolio. Without it, the overview of your real estate portfolio will not be accurate.

    • Early out date: Date for early termination of the lease contract.

    • Total monthly rent: Total monthly rents for this contract.

    • Total early out cost: Total cost of terminating the lease prior to the agreed upon expiration date.

ClosedAssign buildings

Once you create the contract, assign a building and its floors, along with the contracted spaces, to it. Choose one or multiple floors for assignment. For example, in a building with nine floors, you might assign five floors to the contract. The remaining four floors might not be included or could be part of a different contract.

Assign the same building to more than one contract.

  1. In Buildings, select from the list of buildings. If your organization has many buildings, type at least 3 characters in the search box. Buildings that match show in the list.

    The floors within the selected building appear on the right.

  2. Select each floor to include in the contract.

  3. Add any additional buildings and floors to be included in this contract.

  4. Click Update.

ClosedUpdate contract or assigned buildings

Update contract details, assign more buildings and floors, or remove buildings and floors.

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  1. On the Contracts page, locate and click the contract you want to update.

  2. Under Display and Contract, make changes.

  3. Under Buildings, locate a building and do any of the following:

    • Select or clear floors.

    • To remove a building, click the minus icon on the left.

    • To add a building, select a building and floors.

  4. Click Update.

ClosedDelete contract

Delete the entire contract by removing the buildings and floors from the contract, then delete the contract.

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  1. On the Contracts page, locate and click the contract you want to delete.

  2. On the contract's detail page, remove all buildings and floors from the contract.

  3. Click Delete.

  4. In the confirmation dialog, click Delete.

    The contract gets deleted.