Tracking contracts
Keep vendor agreements, service types, and renewals in one council list.
What it is
Contracts are the vendor agreements council tracks: who you pay, for what service, when renewal hits, and what it cost. They live on the Contractors page: each contract belongs to a contractor in your contractor directory.
What you can do
- List active contracts under All contracts, or only the ones due soon under Renewing soon
- Create a contract with its contractor, service type, renewal date, annual costs, and documents (admins: president, VP, delegated PM). Pick the contractor from the directory; a name that isn't listed yet is added to the directory when you save
- Open a detail panel for cost history, year-over-year context, notes, and activity, with a link to the contractor's details
- Open a contractor to see all of its contracts in one place
- Switch to Archived contracts for inactive agreements
Who can do it
Council only. Residents cannot open Contractors. Adding a contract is limited to admins (president, VP, delegated PM); editing an existing one is open to president, VP, treasurer, secretary, and council members as well.
Limits and things to know
- Editing is available to core council roles and admins (president, VP, delegated PM). Adding and archiving are limited to admins (president, VP, delegated PM), and deleting is limited to the president or vice-president.
- Attach the signed PDF in Pleno even if the vendor also emails it — the card/email trail is not a substitute for the contract record.