General

With the Contracts module you can manage and view all different types of contracts easily utilising our visual platform. You can attach other information in your account like assets to the contracts and organise them with categories and tags!

Add contracts

Open Contracts from the left side panel and click on the + button to start adding a new one.

Give details

Fill in the required details and define the start date for the contract. The end date is optional so you don’t need to set it if the contract is open-ended! Select category and tags to give more information on what type of contract you are adding and choose the client from the contacts. You can also add new categories, tags and contacts from the +buttons if there aren’t yet suitable ones to choose from. If you want you can select a person responsible from the users in your account. Click Save to proceed!

If you don’t have any specific numbering in use with your contracts we can set the Contract number field to generate the number automatically!

Add Billing information

Open the Billing tab of the contract and click on the +button to start adding billing details. Fill in the name of the product that is billed and set the unit quantity, type and price per month. Select a start date for the billing and also an end date if the contract is made for a fixed period. Choose the lenght of the billing cycle and the date for the first cycle to start on. Set VAT percent and the date for the invoices along with the agreed payment term. If the contract price is tied to an index you can set index details and the first check date under Cost indices section. You can add and manage cost indices under Contract management in organisation settings!

While you fill in the Billing details the summary below updates!

Link assets & add attachments

Open the Assets tab and search for the asset you would like to link to the contract by filtering with categories, tags and locations or by name. Select the asset or assets by clicking from the list and view the selected ones by changing from the Add tab to Selected on the right side. You can remove assets from the selected ones by cliking on the trash can icon! Once you are happy with the asset/assets set for the contract click Save.




Open the Attachments tab and click on the upload icon on the top right corner to add an attachment from your device. Preview the attachments by clicking and delete or download the files from the three lines menu icon.

Manage contracts

Search & filter your contracts by name, contract number, contact name, categories, tags, person responsible or end date. View contract details by cliking on a contract from the list and edit them or delete the contract. Export the contracts into an excel with or without billing details by clicking the Export button. Define the actions users can do and which contract categories are available to them with access rights. Read more about managing access rights here!

Add categories, tags and cost indices

Categories and tags are used for grouping contracts. You can add, edit or delete categories and tags via Organisation settings under Contract management. Open Categories or Tags to access the list view and search by name to find a specific one. Click on the +button on the upper right corner to add new ones or open one already added from the list to edit or delete it.

You can set colors for tags to help with organising!

Open Cost indices under Contract management to add a new cost index and to edit or delete already existing ones. You can search the indices by name in the list view to find the one you are looking for easily. Click on the +button on the upper right corner to start adding a new one. Give a name and value to the index and choose the index value date from the calendar. Set the check period (in months) and precision decimals and click Save.

When you edit the index value the contracts tied to it get updated according to their set billing details

Set reminders

With reminders you can remind yourself or a user group of important events or actions related to contracts. Choose a contract and set a reminder via the Reminders tab by cliking the +button. You can add the reminder for yourself or choose a user group as recipient from the drop down menu. Write a message and select date and time to add the reminder. You can choose the Remind also with email option if you want an email to go out in addition to a notification in GISGRO once the time is up. The added reminder will appear under Upcoming reminders. Reminders become active when the set time comes up and can then be viewed on the Dashboard or under Active reminders in the Reminders tab of the contract. When you click on the active reminder on the dashboard it opens the contract that it’s related to. You can set an active reminder to be done by clicking the blue bell icon or delete from the trash can icon.

If you select a user group as recipient of the reminder you can also choose if you want all the users in the group to set the reminder as noticed before it disappears

View history

You can see all the actions and edits done to a contract under the History tab. The actions are organised by time so that the most recent ones show on top on the list! From the list you can tell which user has done what and at what time and if the action was for example to edit some detail you can also see what the original info was before the change.

Contract map

With the contract map you can easily check which assets are available and when. Access the contract map by cliking the Map tab under Contracts. First set the time range you would like to look at and determine the contract category or categories you are interested in. Then choose the asset categories to be included on the map. You can choose the asset categories from the ones currently linked to the contracts in the defined contract categories! With the availability drop down menu you can select if you want to see assets that are;

Fully available: Have no contracts linked to them during the set time period (Green on the map)
Partly available: Have a contract linked to them at some point during the set time period (Orange on the map)
Occupied: Have a contract linked to them for the whole set time period (Red on the map)

If you click on a contract on the list the map navigates to the asset linked to it!

Updated on: 23/01/2025