Agreements

Tradespersons > Agreements is where Rochele writes the agreements that tradespersons sign in the Rochele Trades app: the rolling Period Contract and any One-Off agreements such as an induction or a policy acknowledgement. Management and operations use it to publish agreements and to check who has and has not signed. You need the manage agreements permission to use the page; without it the page says so.

What you see

The page has two tabs, Period Contracts and One-Off, each listing the agreements of that type.

Column	Meaning
Agreement Title	The name of the agreement.
Recipients	The group it is sent to: All Head Contractors, All Professions, Selected Professions or Selected Users.
Include Team Members	Yes if the active team members of each recipient business also receive it.
Type	Period Contract (called Periodic on the form) or One-Off.
Validity (Months)	How long a signed agreement remains valid.
Actions	View opens the agreement for editing. Clicking anywhere on the row does the same.

Type in the Search box and press Enter to filter by title, validity, type or recipient group.

Agreement types

Type	Meaning
Period Contract (Periodic)	An ongoing agreement that is renewed when it expires. Each signed response shows an expiry date calculated from the acceptance date plus the validity months.
One-Off	Signed once. Responses show N/A for expiry.

Response statuses

Every person an agreement is sent to gets a response record. Statuses shown in the Responses table:

Status	Meaning
Sent	Delivered to the recipient’s app and email; not yet actioned. Counts as an outstanding agreement.
Accepted	The recipient signed in the app. The signature, date, IP address and location are stored.
Declined	The recipient declined in the app.
Unknown	The response record has no recognised status (rare; usually a deleted response).

What you can do

Create an agreement

1. Open the Period Contracts or One-Off tab and click Create new. The type is pre-filled from the tab.
2. Fill in the form:
   • Agreement Title.
   • Agreement Type: One Off or Periodic (“Periodic agreements are renewed when they expire”).
   • Expiration Months (1 to 120): “The number of months the agreement remains valid for after being signed by the recipient”.
   • Send to: the recipient group. Choosing Selected Professions or Selected Users shows a Select Recipients picker.
   • Include Team Members in the agreement: also send to the active team members of each recipient business.
   • Agreement Expiry: an optional date after which the agreement stops being sent to newly added tradespersons and team members. Existing signed responses keep their own expiry.
3. Write the Content with the editor. Use the variable dropdown and Add to insert placeholders such as the recipient’s name, address, ABN, the sender’s details, the agreement title, the date and the validity in months or years; they are filled in for each recipient when the agreement is viewed or signed. Links and embedded YouTube videos are supported.
4. Alternatively switch on Enable Agreement Type Image and upload one or more jpg or png images instead of written content. The recipient pages through the images and signs after the last one.
5. Click Save. The agreement is saved as a draft and nothing is sent yet.

Send an agreement

1. Open the agreement and click Send.
2. Confirm the warning: “Sending the agreement will lock it so that it cannot be edited.”

Every recipient in the group (plus active team members if included) gets a response record with status Sent, an email titled You have been sent a new agreement with a link to download the Rochele Trades app, and a push notification in the app. Team admins are copied on emails to head tradespersons. An agreement whose Agreement Expiry date has passed cannot be sent.

After sending, the title, type, recipients and content are locked. The Agreement Expiry date can still be changed: click Change Expiry Date under the field, edit it, then Save, and use Lock Expiry Date to protect it again.

Track responses

Open a sent agreement and scroll to the Responses table. Columns: Recipient, Location and IP Address captured at signing, Status, Sent, Accepted/Declined date, Expiry (Period Contracts only: the acceptance date plus the validity months, or Not Yet Signed) and Actions:

• Pencil icon (Accepted only): view the signature image.
• Send icon (Sent only): Resend the email to that recipient.
• Trash icon: delete the response. The recipient drops out of the agreement; use with care.
• Eye icon: open the agreement exactly as that recipient sees it, with their placeholders filled in.

Use the Search responses box to find a person.

View an agreement

View (top of the edit page) opens the agreement content as a plain page in a new tab, useful for proofreading before sending.

Delete an agreement

Click Delete on the edit page. The agreement and its responses are removed from the lists.

How tradespersons sign

In the Rochele Trades app the home screen shows Sign the current agreements in the onboarding box while any agreement is outstanding. The Agreements screen lists each one; opening it shows the content (or images), and Accept and Sign asks for location permission, captures a signature on the signature screen and records the acceptance. Head tradespersons also see a yellow Unsigned Agreements warning on their home screen listing team members who have not signed, with tap-to-call or email so they can chase them.

How it works behind the scenes

• Who receives what. All Head Contractors goes to every user flagged as head painter. All Professions goes to every user in any trade profession from Professions (a few internal professions are excluded). Selected Professions goes to users in the chosen trades; Selected Users to the chosen people. Ticking Include Team Members adds the active team members of each recipient business, and duplicates are removed.
• New starters are added automatically. When a team member or tradesperson is created, they are added to every agreement that has already been sent, whose expiry date has not passed, and whose group is All Head Contractors, All Professions or Selected Professions. Selected Users agreements are not extended automatically. This is why an Agreement Expiry matters: after that date new starters stop receiving the agreement, while people who already signed keep their own validity period.
• Allocation is blocked. A head tradesperson with any response in Sent status (not accepted or declined) has outstanding agreements. The Planning Board and the job Tradespersons tab refuse to assign them and show a message that they have unsigned agreements, in the same way as expired capabilities. See Capabilities.
• Reminders. Unsigned agreements are chased from the app warnings and by resending from the Responses table. A weekly SMS reminder with a deep link to the agreements was requested as part of the capability and agreement reminders work.
• Period Contract as a document. A signed Period Contract is also one of the four mandatory capability types, so some tradespersons upload the signed PDF under Capabilities as well. The two records are independent.

Not to be confused with

The service agreement a customer accepts with a quote is a different document generated on quote acceptance. It is covered under Quotes, not here.

Planned changes

Requested but not yet built: a quiz builder for induction agreements, a combined list with filters instead of two tabs, signed and unsigned totals on the list, an auto-renew option for expiring Period Contracts, and a web link for signing outside the app. Today, signing is only possible in the Rochele Trades app.

Tips and gotchas

• Once sent, an agreement cannot be edited. If the wording must change, create a new agreement and send it; delete the old one only if nobody has signed it.
• Set an Agreement Expiry on anything that is time bound (for example a yearly induction) so new starters are not sent last year’s version.
• A tradesperson who “cannot be assigned” and has all documents current probably has an agreement in Sent status. Check the Responses table and resend.
• Team members only receive an agreement if Include Team Members was ticked before sending.
• Placeholders show “N/A” style values when the recipient’s profile is missing the data (for example no address), so keep profiles complete.