Fordbid Signature with airSlate SignNow

Countersignature on computer

[Music] [Music] hey good afternoon everybody and welcome to djp live uh january 2021 i hope everybody had a good new year uh this is our first dj p live of the new year um we are going to be talking about documents today documents inside of djp document templates i should say we're going to start off we've got a bunch of stuff i want to try to fit in but we're going to start off covering documents uh settings a brief over overview of those settings because i know there's some settings that uh not everybody fully understands we're going to look at quickly how to build a document and the basics in a wysiwyg editor from scratch and manage those without knowing html or css as well we're going to work on adding and managing images inside of documents as well as we're going to cover e-signature settings along with their merge tags and uh one of my favorites sending a one-off or a custom contract template uh via e-signature so that's editing the document and sending that um to a client so as we get started as always if you guys have any questions make sure you post them in the uh chat box um and of course we're going to have question and answer towards the end of this webinar as well so to get things started here we're going to jump right into it like i said we definitely have a lot that we need to cover and as soon as i can figure out what i'm looking for here so jumping into documents hopefully everybody knows where they're at you can get to documents through setup and then documents um real briefly this here is inside the demo account and what i want to cover uh most importantly on the settings obviously these five tabs here at the top obviously the content is where you're going to edit the content of your document settings the display name is what's going to appear to uh you inside of the system the document and your clients will be able to see this display name as well the document category allows you to categorize your documents obviously so when you use a drop down you can find a document easier e-signature settings we'll cover those shortly there's a lot more involved with that visibility this is one that i really want to touch on because this could be confusing to some people with visibility again the first section here is the document drop-down display options you decide what event statuses do you see this document in the drop-down so if you navigate to an event you're looking for a specific document you can't find it it's most likely hidden based upon event status or event type now these two down here i often see users utilize incorrectly so client portal view options and employee portal view options if you mark a document as visible in the client portal here or visible for primary employee only or all employees that means that this document template will be visible to them when they log in and they look at an event why is this important because if you have this visible for example in the client portal and when you click the box you'll get this action that says you understand that this document will be made visible in the client portal to all clients at all times for all events for all event types and all event status values you really are there's very minimum use that you're going to have a document that's visible to all clients um and yes this is being recorded david and will be available on youtube and can everybody hear me i see victor saying that he doesn't have any volume if you guys want to pop into the chat box real quick okay so victor you probably just need to uh unmute uh you're going to find that on the zoom bar where you can set your audio settings it looks like a little microphone or headphones so you can either set up to use your computer audio or uh phone call as well so going back to these documents there's hardly ever going to be a reason that you're going to want to have a document template visible to all clients a few case uses that i could think of especially coming out of 2020 may be uh policies and conditions that you want to have your clients be able to access at all times so a document that's nondescript to a specific event but is for all clients to see so if you wanted to provide a covet update document you could put a document make it visible to all clients and say send out a message to your clients you know hey a new covid policies and procedures of how we operate is available inside your client portal you know please log on uh and check it out but other than that if you have a contract template you know with merge tags and stuff like that it's going to auto populate and the client may see something that you don't want them to see or same thing on the employee visibility in the employee portal employees might see something that you don't want them to see whether it's finances or anything else specific on that document so again these down here are only going to be for small specific case uses again so and then lastly event info form options this is where you can mark a document template that's going to be used when you print all planning forms by default in the system i don't know if i have any set up currently but if we go to an event and we go to the planning tab and we click print all planning forms or event information sheet let's pull this up over here um this is one that uh somebody else has set up in here uh but this is the page i would print before all the planning forms so if you have employees that are able to print the planning forms that you allow to them to print the planning forms but you don't want them to see financials or i can't talk to the financials you'll want to create a specific document template and mark it as an event information sheet so that employee can only see the details the event and what you want them to see so here underneath those documents to set a document as an event information sheet you can set it based upon all event types or specific event type so again if you have a specific event information sheet or information that you want printed with the planning forms that you don't want employees to see or you only want them to see specific information you design a specific document template for that and have that be printed with the planning forms so i'm going back to e-signature settings real quick um i'm talking fast today again this is gonna be recorded so we can go back over this and i apologize but i definitely have a lot of content that i want to cover for you guys and get through but real quickly there is videos that cover the e-signature settings on our youtube page i encourage you to watch those if you don't know what all the settings are because we're going to briefly go through these real quick obviously when you set up a document for an e-signature you can set a document to be expired based upon a certain number of days before or after a date something to know is if you use the uh what am i looking for contract sent date as an option to expire a contract it's important to know that that date needs to be filled in to the event or the contract will be invalid so if there is no contract sent date and you set a contract to expire based upon the contract sent date the client will not be able to click that link if you send it to them they'll get it that this document is not is invalid you also won't be able to send it as an e-signature if you try to insert a link like that expired document message you can set a default message which is just say this document is expired or you can create a custom message um same thing with visibility similarly event status options what events would you like to be able to use this um contract four as far based upon status counter signature options there's three options here disabled automatically counter signature or manual counter sign on the automatically counter sign you're going to input your information here and what's going to happen is once the client signs the form themselves the system will automatically apply your counter signature to the document if you use manual counter signature once the client signs it'll come into your djep inbox with a button on it that says requires manual counter signature you'll click that uh notification it'll pop up in a new window and you're going to enter your information there that you want to put on the contract and then with both of these whether automatic or manual these actions won't occur until uh manual or automatically counter sign are completed and where you're going to see that where those go into the document is underneath the content actually let me grab a actual contract here now let's go with this one down here at the bottom you'll see these e-signature merge tags this countersignature merge tag is what's going to populate when you either have it automatically or you click manual these actions again these are going to take place once the document has been signed so you can update the event status automatically you can also set a date once it's been signed you can also utilize a next action or set a next action on the event once the document is signed and this is something i encourage all users to you if you're not using next actions you should be your next actions are your to-do's for events and it keeps you on your toes so it's event specific and it allows you to stay on top of what you need to be doing for a specific event inbox message mark is red this is a very against small case use if you don't want to see the contract notification is new inside your djep inbox you can mark it as read automatically document visibility i like this one because with it checked as soon as the document is signed and countersigned the contract will become visible inside the client portal that means the client can log in and get a copy of their contract at any point in time they don't have to contact you and say hey can you send me a copy of my contract it's just extra work that you don't need to do and the client can do it themselves you can also run a booking helper once a contract is signed this is further automation we're not going to get too deep into that email notifications real quickly there's two emails that go out one of the person that signs and one of the client the person that signs is not always a client in the case of a wedding for example we may have a parent that is signing and paying for everything so you can have a specific email go to the client and one to the person who signed both email templates whichever email template you choose will have a copy of the completed contract attached to it the default email is just please find attached a copy of your signed contract and then down here as far as notifications who gets notifications go to the master administrator assigned salesperson do you want to receive a text message um and then finally some custom wording options uh these are events notes that you can have before or after the document and you can use some html in there again that's more for advanced use the other options allow multiple e-signatures you can have more than one person e-sign a contract so again in the case of a wedding if you want to have the bride and groom for example both sign the contract you can enable this but what you need to note is underneath your e-signatures if you're going to have multiple signatures you need to add the e-signature tags for the second signer and that can be found underneath the e signature merge tags selecting the drop down and you'll see second signer third signer fourth signer etc and you're going to want to put those in the document as well and the reason why you want those on the document the system is going to capture that information when they e-sign it so it's going to capture their first name their last name their email address phone number and their ip address and their user agent i like to have it included in the document because when the client prints it out on their end and what we print it on our on our end it will print with that information so if there's any legal purposes that are any legal things that come up somebody sues you whatever um and you go to court you just need to print off the document itself and it'll automatically already have all of the pertinent information in it and then last but not least um hide e-signature box again this is a situation for special use if you have a document that you want to send to clients and they're unable to access it whether it's an attachment or whatever but it doesn't need to be signed you can use the hide-e-signature box on a document and then insert the e-signature link to it and excuse me when you email it the client will be able to click on a link to get that document um and to view it to print it save it whatever it is versus having to just e-sign it this works in cases where maybe if you have a business or a corporation that has a firewall and won't allow emails in with attachments that's a situation where you can use that as well as a great opportunity for if you have a menu of your services for example or a planning guide or whatever it may be you can send it as a linked document where it doesn't need to be e-signed they'll be able to click on the link be able to open it up and view and print and download so and interact with that and then print button you know what is the message you want it to say if you wanted to say something different than normal so that was a quick quick overview of the settings um for document templates any questions about those settings again if you have any questions feel free to type a comment in there as well you can also unmute your microphone and ask a question i like to keep it pretty interactive as well so but uh oh go ahead um one thing that i uh has come up recently with covet and everything is pushed pullmans um so i'm just wondering how that um how would you or would you recommend having people sign a new contract or just update yes just update the the existing one because currently i have i have um two contract documents and i tried to get someone to sign a new contract but i couldn't figure out how to get them to do that because they had already signed i couldn't i couldn't send them a new contract gotcha how would i how would i do that for sure that's a great question aaron um so yeah you definitely would want them to sign a new contract um because in in in my case is it it's it's it's reconfirming that date that new date for example so how you would get them to do that for your example and we're going to kind of go over this touch briefly on how to send an e-signature contract um and we'll get to that here we'll show you real quickly how you would do it so let's say this event here um they already have actually two contracts signed so you could resend the same contract basically by using an email template or creating a blank one we'll just use a blank email template for right now or you could have a custom pre-created email template just select the e-signature choose a document you want to click it or i can't talk today you want to send to them and insert that link and that'll generate a new link for that document so even though they signed it before they'll still be able to log in and sign in again every time you generate an e-signature link it'll allow them to allow them to see that contract again and re-sign it sorry sure uh dennis go ahead i just wanted to let you know that uh if you do that you should go in and re-edit the date that you sent the contract because yes it was over a past due it wouldn't allow it to yes absolutely 100 correct i would agree with you um you want to update that and if you guys are wondering where the date cent is you're going to go to edit on the event and it's underneath the booking tab and you're going to have your contract sent date right here the easy way to do it is to create a booking helper and we do have a tutorial video on how to send a contract with a booking helper um and i would personally use that con that booking helper again or duplicate it and create a covid uh send co new contract coveted whatever you want to call it for your own records and have that automatically update that contract sent date what i ended up doing with that particular what was all my postponed contracts is i just went in and i changed the initial um the uh what was the the event date gotcha um so so on their end they see that they have they there they already have a signed contract with a new event date they don't have a new one well even if you change the date once that contract signed their signed contract will not auto update you can't edit a document once it's been signed because i went into this particular client just recently and i saw that the the contract the new the old contract had the new date on it interesting that is something i'd have to look into actually okay uh because it's not supposed to oh okay yeah because i i went in i confirmed before i emailed the client saying i just changed the date of year and i've done it with probably six or seven events now let me try something here and every time that might be something we want to fix here because technically speaking once a contract is signed any changes legally speaking need to be approved by the client no that didn't change the date so um we might want to connect um outside of that because it shouldn't be changing the date and want to make sure that your the process is correct so yeah um if you want shoot me a quick email and we'll kind of go from there so make sure that's running correct yeah because legally speaking perfect yeah because legally speaking you don't want to edit a contract you can't even delete these contracts um and you can't edit it for those reasons and any changes again you want to have the client sign a new contract even if you have an upsell with client i will have them sign a new contract agreeing to that paying for those additional services it say it it protects you and the client god forbid you didn't provide full services or they tried to argue that they didn't want the additional service whatever it may be so but yeah we're going to get into sending um that was a brief quick thing of e-signatures we'll kind of go over that a little bit quicker a couple important things i wanted to touch on working with documents inside of wysiwyg editors there's a few tips and tricks that i want to cover real quickly so that you guys are aware of this is a way that you can build out contracts and document templates without knowledge of css or html obviously if you have html or css knowledge that's great because you can get a lot more unique with your documents and build comprehensive documents again all the document templates are built up based upon html so you have that ability to fully customize however you like but it also runs smoother on the system and makes things uh easier for us and the clients in that part so building out a document template the things you want to think about is the layout of the document obviously it's going to be a rectangle eight and a half by eleven um when you're building out a document here in the wiki wig editor you have these icons up here if you hover over it it'll tell you what it is if you're if you're not sure what it is it'll show you what you can do if you do want to edit the html you can click on the source button and you can edit the html from there the biggest thing especially when building documents is making it look good the layout is even it looks good on a mobile device and it prints well so the real big thing i want to cover is um the responsiveness of it being to building out something inside of a wysiwyg editor the basics behind it are building it out in a table so when you're building out a document you want to create an initial table and you want to do one row one column and that's going to be the border or outline of your document on the width when you're making things inside of the wysiwyg editor and you want it to be responsive or look good on mobile devices etc instead of using a straight number this 500 here would refer to pixels we want to set it as a percentage and since this is our outside box we want to set the width at 100 percent the height will auto move up and down based upon the content that we put into it headers if you think about excel if you put in yes that will give you a first row header across the top if you put in a first column that'll give you headers along the left side or you could do both that's great if you're building out a data table for example but because we're designing a document we don't want any headers in this for right now cell spacing is how much space is between each individual cell and cell padding is how much space is between the data and the outside of the cell you can also set alignments here of left center and right and that's going to control the alignment of the content within that table um caption is kind of like if you're doing an image caption it's not gonna be used a whole lot same thing with summary and there's a few advanced things here so we'll show you that in a minute but we're gonna throw this table in here you'll see that there's a border on it if there's something that you want to change with this table you just right click it and click on table properties and if we gotta get rid of that border we can simply put border size at zero and you'll see that it still is a light outline of a border that's simply for you while you're laying things out so you can visually see it now here you'll notice that it's 100 wide my problem with it being 100 wide is if we have somebody in a wide monitor it's going to continue as far as they expand that so one little bit of information you use which is a little bit of css is if you go to the table properties and you click on the advanced tab there's the ability to add a style on here so for me i would add what's called a max width and that's really the only one you need to know you want to set that max width to something that uh is pertinent to what we want to do so for me i'm thinking eight and a half by eleven because that's what we print the documents on of course so the max width uh or eight and a half in pixels is 2550 pixels and that's at uh to not get technical 300 dpi which is higher quality what that'll do is that will prevent that table from expanding beyond 25 250 pixels wide and you can set that at anything you want you can play around with it the next thing that you would do from here so this is the outside of your document that's what you want to think about and again what that means is that this is going to that table is going to minimize as we minimize our screen which is great for mobile devices the next thing to do is say for example if you wanted to put content next to each other here you would insert another table inside of that and let's say we want to have a logo on the left and text on the right we just want one row and we're gonna make it two columns border size again zero and we're gonna make this uh with a hundred percent because we want it to expand the full width of the outside table and now you can see that this table is in here but it looks weird because we can only see we see 50 50 here but if i start putting a bunch of content in here you'll notice that this cell starts growing bigger so to do that to control it and manipulate it a little bit and we actually just deleted that table there we go find ourselves good old control z there we go i accidentally deleted the table settle all together so now that's over there what we're going to do is you can right click in this box and go to cell go to cell properties and you can set this width to 50 because we want it to be even left and right for example on this one oh we'll set the 50 here and then drop it down to percent here and click ok now you notice that came back over here we can do the same thing on this side and now no matter what amount of data we put in there instead of expanding left to right it'll grow up and down so do 50 on this side now you can build this out continuously so you want to think about each document with blocks and put them again inside of this external table but i don't want to cover too much time on this because we could probably cover like two or three hours on just building a document in wussyweek editor the next thing i kind of want to move to is managing images inside of dj event planner documents um and there's a few tips and tricks for that as well too so say we wanted an image over here on this left side with our cursor inserted here we're going to click the image icon and we need to insert a url again all images have to be hosted on a third party site so i'm going to go to this test site i have let's say this is my website and this is my logo up here in order to get that url all i need to do is right click on it click copy image address go back to our document template and then paste that url in here and that'll give us a preview of it we'll be able to see the width and height so if we want to make this smaller we can my suggestion is always you don't want to take a smaller image and make it bigger because it's going to ruin the quality of the image you want you could take a bigger image and make it smaller also when it comes to inserting images you want to insert an image that's close to the final size that you want and the reason being whether it's inserting into an email template a document template even on your own website because what's going to happen even though you resize it this resize is taking place after the image is loaded so when somebody is viewing that image on your site if they're loading a web page loading the document loading that email inside or the an email template it's still going to load that really large image and then shrink it down so you really want to serve an image close to the actual size that you want so if you have multiple images on your site if you had a big logo and a small logo instead of using the website editor or html or css to make that image smaller crop that image outside of your website and upload that smaller image that's going to help you with site load times same thing for email templates and document templates as well so if you're not already doing that that's definitely something that you want to think about on all those different platforms but once we have the image in here you'll notice underneath there's a couple other options here you can add a border to the image if you want the horizontal space is how much space is on the left and right of the image so if we wanted the image to be have any content around it and get space around it we can do that same thing with vertical vertical as top and bottom and this is based upon pixels you can't change whether it's pixels or percentage here but i'm going to show you an easier way to do that you can also use the alignment here to align it left or right but there is no center what if you want an image centered because this looks kind of silly say if we had our contract title over here uh let's just throw some stuff in here with the text we can let me do this real quick i make that heading one you know text we can center text but if you come over this image the center is grayed out i want this to look even on left and right when you have an image inside of a cell or inside of a table you can actually center that image by right clicking on it you can click on cell properties and you can use the horizontal alignment left center right or justify if you center it here it's going to center the image so we're going to center the content that's inside that cell this is important to know not only for documents but if you're building out html email templates in html email templates not all email programs will load or read css styles so it's important to know how to center an image not only in a document utilizing a table cell but also in emails the i don't know why they do this they're all different um you want to check it it's best to build it out as a table instead of using html or css and that's really the bulk of what i want to get into here because again we can cover about three hours of just editing the document building on a document inside of dj event planner any questions about any of that information that we just covered rock on if you have any questions to come of course post them in the chat box or feel free to unmute your microphone um the next thing that we're going to cover is e-signature sending a document via e-signature we're going to cover this kind of quickly again because i have a video available on youtube covering that to send a document via e-signature there's a couple different ways to do it the old-school way is what we just did navigate to an event click on the email tab um choose an email template hopefully you have a document template already i don't think i have a one in here but you can start with a blank template and click the e signature button and then click choose document select your document and then insert the link edit your email template and then send it off that's just too much work for sure yeah we'll get to that in just a second victor when we run through this here so the easiest way is to course create an email template we're just gonna create a quick email template here and if you guys aren't already doing this definitely suggest doing that oops wrong content there we go so let's create a quick email template to send a contract i don't know if there's one in here already we'll just call it that give it a quick title for us now we're gonna do a new category of zero one i'm doing the zero one so that's up at the top um so here i have a line to insert e signature link you're going to click the e signature document links button again you're going to select the contract that you want it to go to or to be linked to so we're going to use this one here we're going to insert that and then we're going to save it so now we can simply go to that event select this email template and everything will be pre-populated including the link now to note this only sends to this document every single time so if you create a new document template or if you have a multiple version of a doc of a contract you need to create an email template for each version of the contract that you have that's very important i know i've seen some users who are like i keep sending the e-signature contract but i keep sending the wrong one you got to make sure you create an email template specific for the contract that you want to send once you have that email template obviously the next step in making life easier is create a booking helper and we have one set up here already send contract wedding dj again in this booking helper we have it set up to update the event status to contract sent we send the email contract e-signature weddings uh that's obviously different one i have in there and this one we have a few tests in there where else it's going and here you can set the contract sent date automatically so that's great if you're again up having to resend a contract for a rescheduled event you can utilize a booking helper to update all that stuff and it makes it easier that way you just navigate to an event that you want to have that wants to be booked and once you've made sure their financials are in order just click the um let's show all here because it's hidden based upon the status send contract boom the email was sent status was updated and the contract sent date was updated victor what was your question regarding e-signatures if you want to unmute yourself it looks like you're on muted but i can't hear you he'll fix his audio perfect no problems um the one i really really wanted to get to here because this is going to lead into another video uh down the line um speaking of which um as soon as i remember how to do this i just have a poll as well with just a few input questions if you guys want to answer that that's been put into you should see that i think in your chat um you can fill out any time by the end of the video so important one so what happens if you have a contract template you have a client that and we've all had this client i'm sure that says can you change a term in your contract whether they're a lawyer a legal student or they've talked to a lawyer and they're like can we want this term reworded we want this term ixnade whatever it may be how do you do that well one way to do that would be to create a duplicate document template then double up everything you've already done and then send that one just for that specific client pain in the butt so the easiest way to do it is navigate to the event those are the clowns probably perfect for this he doesn't like a term in our document so before we send him the e-signature document we're going to go to the documents tab under his event click on save document we're going to select our contract that we want to send him and it'll open up in an edit window and we can edit this document however we see fit um let's just pick a term they don't like let's just say they don't like the limited liability whatever whatever the term may be you can either completely delete it or i like to just cross it out and we'll put um removed uh what is what anything um company name or you could put company name initials whatever you want to put in there and then when we save this document it'll be saved to the event here now we can go to our email we can go to send email we can select our contract template and this is the original link the link to the original document what we want to do is we want to insert a link to that saved document so we can delete that link click the e-signature tab underneath choose document our first documents here will be stored documents notice this first one is invalid you won't be able to select it because it's based on uh the date generated it's already expired basically it tells you right here the date generated based expiration but this is a contract that we saved we can now insert that link and they'll be able to go and sign that edited document now the only thing here is if you utilize a booking helper to send your contract you will have to manually do that or set up a booking helper to do those things that you would normally do so as far as um changing the date um the contract sent date um you could do that here then there's a couple different ways that you could do it you could also do it by running a booking helper after the email template is sent so it all depends on what works best for your workflow this is also another great way if you have a big question that a lot of people ask is how do i send a contract for multiple events that is something that's on the wish list however for right now the workaround would be the same format so if you have a client that has a multiple event you go to that first event in the series you can edit that document and you can put the important stuff in here so you can edit the document let's say this is a multiple event so we could add oh i got to click edit first der for example we'll put event dates and maybe this event is november 5th 2021 november 6 20 20 you get the idea you can put those dates in there you can edit this document and make that be so that way the client only signs one document instead of assigning multiple date documents for dates so but we are going to do a live specific to multiple events eventually as well as we have a bit more training videos and tutorials coming out based upon that so again that's all the content i kind of wanted to cover in a nutshell i know i flew through a lot of it so any questions definitely want to open this up to you guys make sure i can answer questions specific to you that you guys have regarding documents or anything within uh dj event planner so i know victor you had a couple questions regarding e-signatures yes can you hear me now yeah i can hear you now yep oh perfect all right um my problem is when a client try to sign a document and give it back to me i have everything basically set the way you have it set but for now i have the clients type in their name so it's a text and it has an ip address and computer what what they use but i saw that you have a the client signature how would you get the client signature and not just a text like so this is this is actually this is the text this is just a font okay um that's put on here so it is uh just a text it's the first counter signature first name merge tag encounter signature last name or e-signature first name yeah i can't talk okay so basically the way i'm doing it is still good then they just correct name and that's it yep they type their name their uh email address and phone number and then check the box to agree to the terms and then click submit okay okay that's basically what i wanted all right thanks you're welcome yeah i just like to use the uh one of a fancier signature just so it looks nicer instead of just text being typed into the box it would be just a regular text with their first name and last name but uh whatever font they choose well it's just going to be their system default font when they type it into the box it's not going to capture their system file yeah that's what i have okay all right just making sure thanks you're welcome i have one more sure fletcher when you are doing those that edited contract i just want to confirm that that only changes that exact copy that you made and it doesn't affect the templates or anybody else's correct it's just that template for that or that document for that client for that event so it's not going to edit anything else that's why it's easier to do it that way i know a lot of users in the past will go in and go i got this pain in the ass user uh that i need to create a custom document for so they go and duplicate their document template or they edit their document template then send it and then go back and either change their document template back or then they're it can get messy so it's easier this way yeah yeah so this is just the easiest way to do it for one client one event um again for those clients that you have that need that specific information so a friend of mine would actually make the email the the document like he didn't have a document gotcha and then you would be able to edit that and send it off and i i don't really know how he did that because i don't do it that way is there any anything in that or would you say avoid doing it that way i would avoid doing it that way um because you really want the contract that they signed to be this one just for legal purposes again the contract's there for to protect us and the client based upon the terms and if the terms aren't in that contract it's going to be burden of proof is going to be on you with the court to say well i sent them in the email and they agreed to it that way it you know it it just becomes an argument that you don't want to have if that makes sense i just have one more question and then i'll stop having your is there a merge tag for the date that the contract was signed yeah so uh no actually i take that back well it would be it depends on what you set so it would be date booked um actually i don't that's a really good question dennis why are you gonna make me think i like to keep you on your phone let me let me tell you why i'm asking an email template i send off when when someone's officially booked just to welcome them and my definition of book is that the contract is signed and their first payment is made and so what i do is i do a little summary of the date that one was like the date the contract was done and the date of the payment was made they're usually the same but not always right and then a few other details so i want to have something that stamps it right now i do that manually just so that i know that it's in there right okay so yeah we don't have one currently i think it's on the wish list but i would double check it maybe add it to the wishlist on the support form but this is what i have been suggesting um based upon that right now is why is my webs running stills oh during this covet i bet just because my kids are at home playing xbox right now and probably eating up bandwidth but um going back to that what was i doing uh i totally lost my trade of thought uh custom fields so i'll create a custom field of event date and i'll use e-signature date and then in the document template i will have any one of these i will update that date field um here so that way it'll still appear on that you can also uh so it's not date booked you can schedule emails based upon that date now um so if it's you know a reminder that your bid your deposit is still due you can send it x number of days after each signature date to an event that has no payments made perfect yeah because i know the information exists because if you look on the file in the client it will show you the date so i know that the information is in the system i just didn't know how to capture it but that's a good workaround too yeah that's a workaround for now like i said i'm pretty sure it's on the wish list uh i believe i've seen it there i know it's been discussed somewhere but um definitely you can uh vote on that on the wish list if it's not there at it as well um and see if that merge tag can be added because that uh is a way that a lot of i've seen a lot more companies go that way they don't consider an event booked until contract and deposit is received so it'll definitely be beneficial but that's definitely the workaround for right now and that's what i'll do is on top of that i also have a status i don't know if it's been set in here yet i'll make a status you know contract sign no deposit which actually has to be hyphenated because you could you're only limited 25 characters in um for status so i'll just do contract no no dap and then i'll have the document update that status once it's been signed and add that date and then once i make that first payment whether it's manual i have a booking helper that's run to add that first deposit or have it update the event status to booked and change the date booked when that first payment comes in if you're using the payment gateway yeah awesome okay that's great thank you no problems you're welcome so i guess i have a basic question sure what would you considered a legal signature if a person signed it would be the name electronic um the ipa address the computer they use or like what do you usually have so basic contract law and i'm going to say basic contract law depends on what area you're in and what state you're in two parties have to have a mutual agreement on um something basically and that's the base of contract law and that's where when e-signatures first came out that was the big argument is a wet signature versus an electronic signature is it legal you know is it plausible e-signature or contract law wording has been updated to include um uh basically e-signature going back to the original two parties must agree to something um some areas and countries do have different laws so you definitely want to make sure you speak with a legal representative in that area now you can find things regarding contract law on google basically but for me i always like to include first name last name ip address user agent and date and the reason is and i like to include those merge tags on the document because god forbid you know you're taking a court somebody sues you and they say i didn't agree to these terms or i didn't agree to this contract you can easily have it printed on that paper this is your ip address this is a user agent that you use you're on your iphone and you sign through your safari you know it just again less burden of proof that you need to do in court if somebody comes up so um that's my opinion one other thing i wanted to touch base on before i forget as well that i didn't include on my list if you do have a client that say you have something that needs to be added to a contract uh just whether it's wording something specific there's a merge tag that you want to have in your field and i don't know if you guys are doing this yet already but let's take this contract for example down here underneath contract notes there's service description in this one but i also like to have um where is it i personally like to use merge tag wizard because i can find it a lot easier there's a merge tag for contract notes and each event has um oh it is service description i'm losing my mind so service description is contract notes and what that ties to is when you're looking at an event is we'll just look at this one for example is underneath booking you have internal notes and booking comments and you have contract notes and this you can add without having to edit the event so for example you have that client where they must provide something additional or something that they've agreed upon instead of having to edit the document save it and then send it via the saved one i like to use the contract note section so for example this pops up in a new window and i'll punch in you know let's say for example oh everything's hidden hold on a second uh i need to get you back let's just close that first thing try this over here so this opens up here in contract notes let's say client is to provide 220 20 amp circuits within 20 feet of dj setup is to provide um let's say covered tent with walls i don't know whatever whatever you've worked out with a client that needs to be added so we can add those to the contract or the client note or the contract notes here and then when you go to send that document we'll just print it for right now that'll be part of the document and part of the terms that they're agreeing to so instead of having to save it if it's something like this where the terms some part of the template doesn't need to be edited but something needs to be added additional you can do that through the contract notes merge tag that's a great way to have those additional custom things added to a contract without having to edit the contract save it and then do the additional work um any other questions regarding contracts or document templates and then neil i see your question um is there a way to display on a contract when a discount has been added yes um are you talking about on the contract itself yeah okay so you that's going to be a merge tag so as you'll see here like underneath the financials where is it it should be on this one so we have this discounts here so that's the discounts total but you can also add the individual description of the discounts through merge tags as well so when you're on the merge tag editor um merch tag editor merge tag wizard you just type in discount let me just actually bring this over here um this is a merge tag wizard you'll go fine there's a merge tag for discount reason discount amount and the discount total so currently the system only has capacity for two discounts uh fields per event so you could add these merge tags as well to your document to list out the specific reason if you want to include that reason on there as well perfect thanks so much you're welcome rock on um any other questions that anybody has i know it seems like some of our um is anybody uh from the uk on this chat or in the group just curious as i know that uh zoom was having issues over in europe uh this morning as well of course uk is um on lockdown right now for the next couple of months so they're hurting a little bit i think worse than us than here in the states but yeah i'm i'm from the uk are you who was that oh lawrence hey laurence how's it going yeah yeah good so is there a end in the site for you guys and we could be getting there and just to talk about end of february um starting to reduce the lockdown stuff so it's whenever they decide really it's the moment it's basically like a need to know basis i think a lot of the stuff yeah i've been gathering that i've been seeing a lot of things of you know it's a lot of quiet talk based upon the leaders over there and uh only if they decide they want to share it with you guys do they that's yeah that's that's kind of how i've got it and stuff so yeah my event plan has been pretty quiet to show myself the last 12 months or so so but yeah um like i said i've been doing documents and stuff and been sorting out things and a lot the tags are really good to use so it's obviously all my documents out like nice after christmas and stuff so and yeah so i've been on the event plan and try to get things started for when we can head out again for sure perfect yeah hopefully everybody's able to get back to work this year i know i've already had uh 20 uh one gig this year rescheduled that to next year already again um that was originally supposed to be last year but uh we'll find out what happens hopefully things come to know the antivirus is out or vaccine whatever you want to call it i think an antivirus would be better than a vaccine but you know it is what it is well yeah cool rock on uh anybody else have any other questions yeah um just in terms of training are there gonna be more training in the future absolutely so if you're not uh part of uh if you're not on the youtube channel yet uh or subscribe to it make sure you subscribe to our youtube channel it's youtube.com forward slash users for slash dg event planner um we have uh this is where live is gonna be or the recording from today is to be posted um as well as we're working on dropping out a bunch more new to more tutorials i do have a tutorial video that is going to be put up i was waiting until we did this live uh in regards to sending one-off dj contracts and working with those clients and i try to make them a little bit smaller so that's they're in smaller bits of piece of information for you and then hopefully by the end of the year i want to have a little bit more comprehensive uh learning center kind of developed maybe so it's a little bit easier for uh to get the information that you're looking for specifically because there is a lot of options inside of dj event planner so that's one of the biggest things is make sure that you guys uh are able to use it uh to its fullest capabilities and understand how to use it using the best ways possible so but if you're not part of the facebook users group yet either make sure you jump on there it's a user user group uh it's just uh dj event planner users it's a great place to get ideas from other users ask questions and that's also where we announce our djp lives and any other additional things that do come up so hopefully as well we do usually attend a couple trade shows every year both here in the states and the uk we'll see what happens uh all the ones in february of course have already been rescheduled uh look like some of the next ones are going to be hopefully in april but we'll find out so we'll be there where you guys can come and ask questions as well and sometimes we'll have rooms that will participate in breakout rooms so that you can work on specific things inside of dj event planner but yeah raka that's my favorite phrase today apparently rock on um we haven't been partying lately so i got a party somehow uh if everybody uh so next month um again djp lives are every third tuesday of the month unless we're doing something special uh we might have something special between now and then um alex really had fun in december when we talked about the dashboards we might bring him back again here soon i know you guys definitely like to be able to ask questions directly to developers so that's always fun as well next month i'm thinking about employee management i know i see a couple different uh posts on that as well regarding custom reports so i'll let you know what that's going to be if there's anything specific that you want to talk about of course you can also email through that zoom information of topics that you'd like to have covered and of course if you have any questions as always you can find us on live chat monday through friday from 9 to 5 central standard time as well of course the support forum and if you're a premium plus subscriber you have dedicated email and phone support so but with that said if one last call for any questions um and then i'll let you guys go get back to work nope looks all good well thanks for joining guys hopefully you guys learned something today uh or helped you to get something uh to make your processes better and running your businesses and we'll look forward to seeing you guys on the next djep live have a great day guys [Music] you