# Templates and public links

> Save reusable agreement templates, share one public link that creates a separate verified agreement per response, and copy templates to sub-accounts.

Canonical: https://help.spacebrain.ai/agreements/templates-and-public-links/
Last modified: 2026-09-25T00:00:00.000Z

Templates save you from rewriting the same contract. This guide shows you how to build a template, use it for a new agreement, publish a public link anyone can sign, and (for agencies) copy a template into a client's sub-account.

## Before you begin [#before-you-begin]

* You need permission to edit Agreements. Publishing a public link and copying to a sub-account need a manager role.
* Public links appear only when your workspace has that option. If you don't see a **Public link** tab, it is not available to you.
* Agency template copying needs you to own the destination sub-account.

## Where to find it [#where-to-find-it]

Go to **Agreements → Templates**. Filter by **Active**, **Archived** or **All**.

## Create a template [#create-a-template]

1. Choose **New template**. Enter a **Name** and **Description**, then choose **Create and edit**.
2. On the **Content** tab, write the document with the same blocks and variables as a normal agreement. Use variables such as `{{client.name}}` for anything that changes between customers.
3. On **Recipients & fields**, choose **Add recipient role** for each type of person, for example "Client" or "Director". Set each role to **Signer** or **Copy recipient**.
4. Set the **Signing order**. Roles with the same number sign together.
5. Choose **Add field** to place signature, date and other fields for each role.
6. Optional: on **Approval defaults**, choose teammates who must approve every agreement made from this template.
7. Check the **Preview** tab, then save.

You can also turn any existing agreement into a template with **Save as template**.

## Use a template [#use-a-template]

1. On **Agreements → All agreements**, choose **Use template** (or choose **Use template** on the template itself).
2. Enter an **Agreement title**.
3. Under **Recipients**, enter the name and email for each role.
4. Fill in the **Document values** for your variables.
5. Choose **Create draft**.
6. Read the draft. Check names, prices and dates, then [prepare and send it](/agreements/create-and-send/).

Other template actions: **Preview**, **Duplicate** and **Archive**. Archived templates can be brought back with **Restore**.

## Share a public link [#share-a-public-link]

A public link lets anyone sign your template without you sending it. Each person who responds gets their own separate agreement. This suits things like waivers, client intake terms or standard service agreements.

### How respondents are checked [#how-respondents-are-checked]

Every respondent must verify their email before they can sign. They enter their **Full name** and **Email address**, choose **Continue with email**, then type the 6-digit code sent to them and choose **Verify and continue**. Only then do they see **Continue to signing**.

### Publish the link [#publish-the-link]

1. Save the template.
2. Open its **Public link** tab.
3. Choose the **Public signer**. This is the role the respondent fills. Any other recipients are fixed people from your workspace.
4. Under **Details respondents provide**, tick the fields respondents should fill in themselves. These start blank.
5. Choose **Review public preview** and read the whole document as a stranger would see it.
6. Tick the confirmation that the document is safe to share publicly.
7. Choose **Publish public link**.
8. Choose **Copy link** and add it to your website, email or booking page.

**What happens next:** if the template has no required approvers, each verified response is sent for signing straight away using the exact published version. If it has approvers, every response waits for internal approval first.

### Manage public links [#manage-public-links]

* **Responses** lists the agreements created from the link.
* **Unpublish** stops new responses. Agreements already created stay available to their recipients.
* Editing the template creates a new version. Links you already published keep their published content until you publish again.

> **Warning — Anyone with the link can read it**
>
> Do not put private pricing, personal data or internal notes in a template you publish publicly.

## Copy a template to a sub-account (agencies) [#copy-a-template-to-a-sub-account-agencies]

Agencies can give a client sub-account its own copy of a proven template.

1. Open the template in the agency workspace. It must be active.
2. Choose **Copy to sub-account**.
3. Choose the **Destination sub-account** and enter a **Name of the copy**.
4. Tick the check that the text and assets suit this sub-account.
5. Choose **Create inactive copy**, then **Open destination template**.

The copy starts inactive. Variable values are cleared. Customer records, approvals, payment connections and membership enrollments are not copied.

In the sub-account, the template shows **Needs destination review**. Someone there must:

1. Open **Review this copied template** and tick both checks.
2. Choose **Complete destination review**.
3. Choose **Activate template**.

Copy to each sub-account one at a time. The copy is independent: later changes to the agency template do not update it. See [Sub-accounts and client connections](/agency/sub-accounts-and-client-connections/) for more on sub-accounts.

## Worked example: a gym waiver link [#worked-example-a-gym-waiver-link]

A gym wants every new visitor to sign a liability waiver before their first class.

1. The owner creates a template with a "Visitor" signer role and a "Manager" copy role.
2. On **Public link**, they set **Public signer** to "Visitor" and tick the visitor's phone number under **Details respondents provide**.
3. They publish the link and add it to their booking confirmation email.
4. Each visitor verifies their email and signs. Each waiver is a separate agreement on **All agreements**.

## If something goes wrong [#if-something-goes-wrong]

* **There is no Public link tab.** Your workspace does not have public links, or you are not a manager.
* **Publish public link is greyed out.** Save the template, review the public preview and tick the confirmation.
* **A respondent didn't get a code.** Ask them to check spam and choose **Resend code**.
* **The sub-account can't use the copied template.** Someone in the sub-account must complete the destination review and choose **Activate template**.

## FAQ [#faq]

### If I edit a template, do sent agreements change? [#if-i-edit-a-template-do-sent-agreements-change]

No. Agreements already created keep their own content.

### Can I see who responded to a public link? [#can-i-see-who-responded-to-a-public-link]

Yes. Choose **Responses** on the published link.

## Next step [#next-step]

[Add quotes, buyer options and conditional sections](/agreements/quotes-and-conditions/).