Member contracts

The member contracts module (Beta) helps your organisation draft, send, and archive contracts with instructors, coaches, and similar roles. You create contract templates with shared terms and individual fields (hourly rate, hours, teams, period, etc.), bulk-create contracts for members on selected activities, and send them for simple electronic acceptance by e-mail.

The recipient does not need to sign in to MemberOrganizer. Via a personal link they read the contract, enter their full name, and accept. The system then stores a PDF with acceptance details and archives it on the member’s documents.

Note

Member contracts are only available in the new layout and are marked Beta in the interface. The module is evolving — contact MemberOrganizer support with questions or issues.

Note

Acceptance via link and typed name is simple electronic acceptance — not formal e-signature (MitID, etc.). It suits many club agreements with instructors, but your organisation must decide whether it is sufficient for your specific case.

Enabling and access

Enable the module

  • Go to Configuration → Association Details (as the organisation administrator)

  • Under Activation of modules: check Member contracts (Beta)

  • Save

Grant access to users

  • Go to Settings → User list & access

  • Select the user who will manage contracts

  • Check the Member contracts (Beta) privilege

  • Save

Note

The Member contracts (Beta) privilege can only be assigned by the organisation’s administrator — not by users with Configuration access alone.

Users with this privilege see Members → Member contracts (Beta) in the menu.

Create a contract template

  • Go to Members → Member contracts (Beta)

  • Click Manage templates

  • Click Create template

Fill in:

  • Name — e.g. “Instructor agreement 2026”

  • Contract text — use member placeholders from text templates and {contract.fieldname} for individual fields (e.g. {contract.hourly_rate})

  • Individual fields — define fields with key, label, and type (text, number, date)

  • E-mail subject and E-mail body — use {accept_url} for the acceptance link

Save the template. You can maintain several active templates.

Bulk-create contracts

On the Member contracts page:

  • Choose a template

  • Select one or more activities (e.g. “Instructors”) — only enrolled members who are subscribed to the activity are included

  • Fill in shared contract fields (values that apply to everyone in this batch)

  • Click Create drafts

Contracts are created with status Draft. Members without a valid e-mail address cannot receive an invitation later.

Send contracts

  • Select contracts in Draft status in the list

  • Click Send selected contracts

Each member receives an e-mail with an acceptance link. The link is valid for 30 days. Status changes to Sent.

On an individual contract you can also Resend or Cancel contract (as long as it has not been accepted).

Electronic acceptance (recipient)

The recipient opens the link from the e-mail and sees the contract text. To accept:

  • Enter full name

  • Check “I have read and accept the contract”

  • Click Accept contract

The system records the time and IP address on the accepted PDF.

Archive and documents

After acceptance:

  • The contract status is Accepted

  • The PDF is stored on the member under Member documents in the Kontrakter folder

  • Administrators can download draft PDF and accepted PDF from the contract detail page

The access log on the contract shows creation, sending, link opened, acceptance, etc.

For setup or usage questions, contact MemberOrganizer support.