Bulk sending, automations and reports

This guide is for managers who send the same agreement to many people or want to measure how agreements perform. You will run a bulk send, follow its progress, automate routine agreements and read the engagement and lifecycle reports.

Before you begin

• Bulk sending needs a workspace manager role.
• Build and test the template first. See Templates and public links.
• Make sure every contact you want to reach exists in the CRM with a correct email address.
• Only send agreements to people who expect them. Follow your local rules on electronic communication.

Where to find it

• Bulk sends: Agreements → Batches, or More actions → Bulk send on All agreements.
• Automations: Agreements → Automations.
• Lifecycle report: More actions → Lifecycle report on All agreements.
• Engagement: the Engagement tab on an agreement.

Send a batch

Each person in a batch gets their own separate agreement, with their own details filled in.

1. Open Agreements → Batches and choose New batch. The Prepare a batch dialog opens.
2. Choose the Agreement template.
3. Choose the CRM recipient role. This is the template role your CRM contacts will fill, such as "Client".
4. Use Search CRM people to pick your audience. You can select up to 500 people.
5. Optional: add a Quote amount (optional), Currency and Quote description.
6. Choose what happens After signing: No payment collection, Create invoice manually, Create invoice after completion, Start recurring invoices or Request card setup (no charge).
7. Choose Prepare audience preview. This sends nothing. It saves the selected CRM details so later CRM edits don't change the batch.
8. Use Preview terms to check a few people's agreements.
9. Choose Review and confirm, tick "I reviewed the frozen audience and billing terms." and choose Confirm and start batch.

Follow progress

The batch page refreshes itself every 15 seconds. Each person shows a status such as Ready, Needs input, Queued, Awaiting approval, Issued or Needs attention. The batch shows In progress, Paused or Processing complete.

• Retry failed items tries again for people who hit a problem.
• Resume batch continues a paused batch.
• Cancel remaining stops agreements that haven't been sent yet.
• Open agreement takes you to one person's agreement.

Automate agreements

Agreements → Automations (titled Agreement automations) lets you create drafts, send approved agreements and connect signing events to your CRM and onboarding. For example, when an agreement is completed you could move the deal to "Won" and start an onboarding sequence. See Automations for how automations work in general.

Engagement reports (optional)

Engagement reports show how recipients interact with a document, such as how many times they visited and roughly how long they spent. They are off by default and always need the recipient's permission.

Turn them on

1. A manager opens Agreements → Settings.
2. Turns on Offer optional document activity sharing.

Recipients then see Optional activity sharing on each visit. They choose Share this visit or No thanks. They can stop at any time. Declining never affects signing. Shared records contain timing only and expire after 90 days.

Read the report

Open the agreement's Engagement tab. Recipient engagement shows Visits, Repeat visits, Active time and Recipients. Pick a Document revision to see one version. Choose Clear activity to delete all engagement records for the agreement; signatures are not affected.

Time is approximate. A visit does not prove someone read or understood the document.

Lifecycle report

On All agreements, choose More actions → Lifecycle report. Pick a Period, such as the last 30 days. The report covers agreements created in that period and shows:

• How many moved to each stage, such as sent and completed.
• Signed agreement value by currency.
• Linked invoice balances: invoiced, paid and unpaid.

The report ignores the filters on the table. Use Export CSV (up to 1,000 records) for your own analysis.

Worked example: annual renewal letters

A property manager sends yearly lease renewals to 120 tenants.

1. They create a template with a "Tenant" signer and a variable for the unit number.
2. In Batches they choose the template, set CRM recipient role to "Tenant" and select the 120 tenants.
3. They prepare the preview, spot one tenant with a missing email (Needs input), fix it in the CRM and prepare again.
4. They confirm and start the batch. Two emails bounce; after correcting the addresses they choose Retry failed items.

If something goes wrong

• I can't see Batches. Bulk sending needs a manager role.
• A person shows Needs input. A required detail is missing, often an email address or template value. Fix it and prepare a new preview.
• The batch paused. Check for items that need attention, then choose Resume batch.
• The lifecycle report says Payments access is required. Money totals need Payments permission. Ask an admin.
• The Engagement tab is empty. Activity sharing is off, or no recipient has chosen to share yet.

FAQ

Can I upload a CSV for a batch?

No. Choose recipients from your CRM. Import contacts into the CRM first if needed. See Records and imports.

Is there a limit on batch size?

Yes. You can select up to 500 people per batch.

Next step

Return to the Agreements overview or connect agreements to Memberships.