Contracts

The Contracts tool provides a full DocuSign-style workflow for sending, signing, and storing contracts. Contracts can be created from reusable templates or as one-off documents.

Features

• PDF-based signing — signers see and interact with the actual document pages, not a separate form
• Visual field placement — drag-and-drop signature, text, date, checkbox, and textarea fields onto PDF pages during template setup
• Multi-party signing with ordering — assign up to 4 signer roles per contract, with a configurable signing order
• Public signing links — each signer receives a unique token-based URL that works without a Nucleus account
• Typed or drawn signatures — signers choose to type their name (cursive preview) or draw their signature on a canvas
• “Next” field navigation — the signing page steps through required fields in page order with a single button
• pdf-lib embedding — on completion, field values and signatures are burned into the PDF at their exact positions
• Documents integration — signed PDFs are automatically filed to the linked employee’s Documents
• Audit trail — every action (created, sent, viewed, signed, declined, completed, voided) is timestamped with IP

Access Levels

Level	View	Update	Manage
Executive	✓	✓	✓
Head	✓	✓	✓
Manager	✓	✓	—
Lead	✓	—	—
Employee	✓	—	—

• View: see contracts linked to yourself or your team
• Update: create contracts and send them
• Manage: create/edit/delete templates, void contracts

Templates

Templates define the base PDF and the visual field layout. A template can be reused across many contracts without re-placing fields.

Creating a template

1. Go to Contracts → Templates and click New Template
2. Choose a source:
   • Google Drive — browse your connected Google Drive for a Google Doc, which is exported to PDF on import
   • Upload PDF — upload a PDF directly
   • Paste URL — paste a Google Docs URL
3. Define signer roles (e.g. Employee, Witness, Manager) — up to 4 roles per template
4. Drag fields onto the PDF pages:
   • Signature — draws or types their name
   • Text — single-line text input
   • Date — date picker
   • Checkbox — tick box
   • Textarea — multi-line text input
5. Each field is assigned to a signer role and can be marked required
6. Save the template

Field positioning

Fields are stored as percentages (0–1) of page width/height, so they remain correct regardless of how the PDF is rendered.

Creating a Contract

From a template

1. Click New Contract → From a template
2. Select the template
3. Assign real people/emails to each signer role — search the people directory or type manually for external signers
4. Set signing order using the up/down arrows
5. Optionally enable Notify me when this signer completes per row
6. Link to an employee (optional) — filed to their Documents on completion
7. Save draft or Send now

One-off document

1. Click New Contract → Upload a document
2. Upload a PDF, paste a Google Docs URL, or pick from Google Drive
3. Place fields on the pages (same drag-drop editor as templates)
4. Assign signers
5. Save draft or Send now

Signing Flow

Each signer receives an email with a unique link. No Nucleus account required.

1. Open the link — the full PDF is displayed
2. The page shows all fields: grey boxes for other signers’ fields, coloured boxes for yours
3. Click Next to jump to the next unfilled required field
4. For signature fields: choose Type (cursive preview) or Draw (canvas)
5. Once all required fields are filled, the button changes to Review & Finish
6. Review all entries, then click Submit signature
7. The next signer in the order is automatically emailed

Decline

Signers can click Decline at any time and optionally provide a reason. The contract creator is notified.

Completion

When all signers have submitted:

1. All field values are embedded into the base PDF at their exact positions using pdf-lib
2. The signed PDF is stored in R2
3. If linked to an employee, a Documents record is created automatically
4. All signers and the creator receive a completion email
5. The contract status updates to Completed

Google Drive Integration

If your organisation has a Google Workspace connection configured, the Google Drive picker lets you browse and import Google Docs directly. The service account requires drive.readonly scope (domain-wide delegation in Google Admin).

To set a default folder for the Drive picker, add the key contracts_drive_folder_id to org settings.