The contract approval process allows you to require approval for contract and contract tasks that internal users complete. You can set up operator approvals (for all of your properties) and individual property approvals. For each approval that you add, you can select the internal user or users who must approve the task. Kube notifies the approvers by email when an internal user requests their approval.
You can create approvals for different stage gates, or contract statuses, that include Activate, Discard, Terminate, Communicate, and Notice to Vacate.
You can select contract approval conditions based on the overall contract price, square footage included in spaces in the contract, monthly charges, increases and discounts from the retail price, custom charges, and total contract discount amounts.
NOTE: The notice to vacate (NTV) option does not have the same approval conditions as the other stage gates and is covered in a separate screen reference at the end of this article. This option only shows in the list if your organization is subscribed to the NTV service.
This article is part of the Kube system setup flow. For more information, see Kube setup checklist.
NOTE: Depending on your assigned role and permissions, and the version of Kube your organization uses, some or all these menus or services may not be available or displayed.
To add a contract approval condition
Select your Personal Profile in the top menu and select System Settings in the drop-down menu. The Operator Profile screen appears.
Select Workflows in the side menu. The Contract Approvals screen appears.
Click the Add button for either the Operator or Property.
TIP: The process for adding an operator or property approval is almost identical. Differences are noted in the Add Approval Requirement Screen Reference at the end of this article.
Complete the fields. For field descriptions, see the Add Approval Requirement Screen Reference at the end of this article.
TIP: If you want to approve every contract at this stage, select Any in the Check Criteria field and enter 0 in all the criteria fields.
Click Save.
Add Approval Requirement Screen Reference
General | Type: Select the contract type the approval workflow is for.
Contract: This option would be selected for new contracts that will have an approval requirement.
Amendment: This option would be selected for contract amendments that will have an approval requirement. |
| Stage: Select the stage gate the approval is for. These options will change based on whether Contract or Amendment was selected for the Type.
NOTE: You can select Activate, Discard, Terminate, Communicate, and Notice to Vacate:
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| Property: For property approvals, select the properties you want the approval to apply to.
NOTE: You can select multiple properties at once. When you save the approval, Kube creates one approval entry for each property on the Contract Approvals screen in the Property Approval Requirements section. If you need to edit the approvals later, you must edit each one individually.
This field does not show for operator approvals. |
| Approvers: Select the approvers for this approval.
NOTE: If you add multiple approvers, only one must approve this stage gate. If you want to require multiple approvers to approve the same stage gate, add a separate contract approval condition and use the Approval Order field to control the order the approvals must be completed. |
| Communication Type: Select whether Manual, ySign, or ySign Express communications require approval before the contract is sent to the member. |
| Charge Type: Select whether All, Space, or Amenity charge types require approval. The Space Type and Amenity Type fields appear based on the selection made in this field. |
| Check Criteria: Select whether Any or All criteria must be present for this approval to trigger.
NOTE: If you select Any, any one criterion being present triggers the approval. If you select All, every criterion must be present to trigger the approval. |
| Approval Order: If you create multiple approvals for the same stage gate (and at the same property, for property approvals), indicate the sequence the approvals should occur in.
NOTE: Enter a number to indicate the step. For example, enter "1" for the first approval or "2" for the second approval. |
| Override Prior Approvals: Select this option if this approval is required, regardless of any previously approved requests that have the same criteria. |
Area | For contracts that include spaces, select the range of square footage that you want approved. |
Values | Adjustment/Contract Types: Select whether certain contract types are subject to the approval process. |
| Added Amenity: Select amenities that require approval when they are added to a contract. |
| Auto Renew: Select whether the auto renewal status of a contract requires approval. |
| Term: Enter the range of terms you want approved. |
| Contract Value: Enter the range of total contract costs that you want approved. |
| Monthly Charges: Enter the range of monthly charge costs that you want approved. |
| Setup Fee: Enter the range of setup fee costs that you want approved. |
| Security Deposit: Enter the range of security deposit costs that you want approved. |
| Security Deposit Discount: Enter the percentage range a security deposit decreases that you want approved. |
| Suggested Price: Enter the range of suggested prices that you want approved. |
| Pricing Escalation Range 1 and 2: Enter the percentage range of a pricing escalation that you want approved. |
| Custom Charge: Select the charge code and enter the costs that you want approved. Use the add button to add additional charge codes and costs. |
Adjustments | Retail Increase: Enter the percentage range that an item's cost increases from the retail price that you want approved. |
| Retail Discount: Enter the percentage range an item's cost decreases from the retail price that you want approved. |
Renewals
NOTE: These approval criteria are only checked on End of Term Renewals. | Renewal Price Increase: Enter the percentage range an item's cost increases from the retail price that you want approved. |
| Renewal Discount: Enter the percentage range that an item's cost decreases from the retail price that you want approved. |
Termination Date | Check Termination Date: Select whether the penalty options appear when terminating a contract before the end of its term.
NOTE: This option only appears if the Terminate option is selected in the Stage field.
Select whether the option to apply a penalty charge to a contract that is ending before its expiration date appears on the Terminate menu of a contract. |
Add Approval Requirement Screen Reference - Notice to Vacate
General | See the above screen reference for field descriptions. |
Out of Policy | Checks whether the NTV notice date is greater than the cutoff date or if the move out date is less than the contract's expiration date. For more information about adding an NTV, see Adding a notice to vacate.
This option must be selected for the workflow to trigger. |