Contracts & electronic signing

Each Soundcheck agreement goes to one musician or client recipient, and an agreement can also ask your company to sign. Recipients review the terms, enter their full name, draw their signature, and consent to electronic signing inside Soundcheck. Accepting a crew offer is separate from signing an agreement.

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Create a Soundcheck agreement

Sending agreements is part of the CRM, which is rolling out gradually. With financial editing access, you send agreements from the gig’s Documents tab and from the Crew group of its People tab. The Documents tab lists every agreement the gig sent under Agreements. Every entry opens the same New agreement dialog. Its Recipients list shows the gig’s client contacts and its crew as two groups, and each person you tick gets their own copy. One send can include both groups, and contacts of different clients.

• From the Documents tab: choose Send under Agreements. The first client contact starts ticked.
• From the Crew group: choose Send agreement on a crew row, or for several crew at once. Those crew start ticked. Each crew row shows the agreement’s status, and a summary line counts how many are signed.

Crew who already have a live agreement stay greyed out, with its status beside their name. Add terms as text, attach a PDF, or use both. Agreement templates live in Documents → Agreements, for owners and admins. New template starts from a ready-made template, Crew work agreement or Music services agreement, or from an empty Untitled agreement. You edit the title and the agreement with headings, bold, and lists, insert gig details from Insert field (those details stay bold), and read the sample beside it. Saving or archiving a template does not change agreements that were already sent. When you write terms, Start from copies a saved template’s title and terms into the agreement so you can edit them before sending. A new agreement first asks How do you want to start? Send for signature reads Send to N people with two or more recipients, and waits until the preview of the current terms is ready for all of them. If a field in the terms has no value on the gig, such as Contract price, the dialog names it so you can add it to the gig first. If a field can’t be filled in for a ticked crew member, such as Client name on a gig without exactly one client, the dialog names that person so you can untick them or take the field out. Choosing Blank terms after editing a template keeps your edits. Every client agreement sends as a plain agreement, whether you write terms or upload a PDF. Soundcheck no longer offers a separate gig contract option. A signed client agreement still completes the gig’s Contract signed closeout step. When you upload a PDF, Soundcheck looks for a labelled total, such as Grand total or Total, and ignores subtotals. If it finds one, the agreement row reads Quote · amount. When the client signs, that amount becomes the gig’s contract price in its billing terms, and deposit and balance invoices are drafted from those terms. If the gig already has a signed contract at a different price, or its billing terms use another currency, Soundcheck refuses the signature as out of date. A signed contract with no price doesn’t block the quote: signing the quote sets the price, and the gig keeps the Signed date of the first signing. A PDF with no readable total sends as a plain agreement. PDFs must be static, unencrypted, unsigned documents of up to 5 MB and 100 pages. Export forms as a static PDF first. The uploaded original is retained; the downloaded agreement appends the additional terms and signing evidence on separate pages. To put signatures and other values inside the PDF’s own boxes, place fields on the PDF. Your plan sets how many agreements your organization can create each calendar month: 5 on Starter, 25 on Pro, 100 on Team, and no limit on Enterprise. At the limit, Soundcheck asks you to upgrade to send more that month. Sending the agreement makes it available immediately. By default, the option to email the contact a signing link is checked (with two or more recipients, Email each person a signing link). One branded email goes out with a deep link: musicians land on the gig’s agreements section; client contacts land on Contracts in their portal. If the contact has no email on file, copy the signing link from the agreement’s menu after sending. If you turn email off, share the signing link manually with Copy signing link in the agreement’s menu. Musicians open the agreement on the gig’s Overview tab; authorized client contacts open Contracts in their portal. Musicians can also sign in the mobile app. Review & sign on the agreement in the Inbox, or the agreement card on the gig’s Plan, opens a Review agreement sheet. After reading the terms, they tap Continue to sign, enter their full name, draw their signature, check the consent box and tap Sign agreement. When the PDF has placed fields, the sheet asks them to tap Review the PDF first, then fill in their fields before signing. Other agreements that include a PDF, form-based agreements, and agreements that are not ready to sign show a message with Open on the web instead, which opens the web flow and may require signing in. When a recipient signs, Soundcheck emails the team member who created the agreement. If your company still needs to sign, the email says so and links to Sign for your company. Once every asked party has signed, Soundcheck emails the recipient a copy of the signed PDF. Signing still succeeds if email delivery fails. Unsigned and newly signed agreements also appear in the organization Mailbox under Agreements, alongside invitations and crew mail.

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Review, sign, and keep a copy

The signer reviews the complete text, any uploaded PDF, and an electronic records disclosure, then enters their name, draws a signature with a finger, pen, or mouse, and checks the consent box. The consent states that they intend the signature to be legally binding. Sign agreement records the authenticated signer, server timestamp, IP address, device, consent wording, and signature against the exact agreement version and original PDF fingerprint. Use Download signed PDF to retain a copy. Unsigned agreements can also be downloaded for review. The signed PDF is rendered by Soundcheck, uses Soundcheck branding, and ends with a signing receipt that lists the signer, their account, when they first opened it, the signing timestamp, their IP address and device, the SHA-256 of the terms and of any original PDF, and the disclosure. The PDF contains an electronic signature and evidence page; it is not a certificate-based digital signature. The recipient and staff with financial viewing access can read the terms and download the document. Coordinators without financial access see the recipient and signing status only. A client contact can access only agreements assigned to that exact contact in their portal organization. Terms cannot be edited after creation. Staff with financial editing access can Void agreement and create a replacement. Voiding prevents further signing and retains the original terms and any existing signature. The gig’s Contract signed closeout step completes automatically when a client agreement, sent as written terms or as an uploaded PDF, is signed by every party it asks. Crew agreements and older freeform agreements (including Flex quotes) don’t complete the step. The first client agreement or PDF quote signed by every party fills the Signed date in billing terms, unless you typed one yourself. A later signing doesn’t move it. Musicians sign in the app, clients sign in the portal, and a token link is the path when email is off. SignWell is not the live path.

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Ask your company to sign

Every agreement asks its recipient to sign, and it can also ask your company. Soundcheck refuses to save, send or publish an agreement template with no recipient signature. Each party signs once, in either order. Until everyone asked has signed, the agreement on the gig shows Waiting on the company or Waiting on the recipient, and the client portal shows Waiting for you or Waiting on the company. To sign for your company, open the agreement from the gig, enter your name, draw your signature, consent, and choose Sign for your company. Once the client has signed, the button reads Countersign agreement. The agreement counts as signed only after every asked party has signed. The signing receipt lists each signer with their timestamp, IP address, device and consent. When you send an agreement, you can sign for your company as you send it. Turn on Sign for your company now, enter your name, draw your signature and consent. Your signature is recorded on every agreement in that send before any recipient is emailed, so each recipient sees it when they open the agreement, and their signature completes it. Leave it off when only the recipients sign.

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Place fields on a PDF

When you attach a PDF to an agreement, Soundcheck looks for tags such as {{sig_client}}, {{text_venue}} or {{date_company}} and turns each one into a field. You can drag, resize, delete or add fields, and choose whether the recipient or your company fills each one, before you send. Each signer fills their own fields. The signed PDF shows every value inside its box, with the tag text covered, and still ends with the signing certificate. A PDF with no fields signs as before, and its signatures appear on the certificate. See the tag grammar.

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Flex quotes and PDFs with fill-in fields

Soundcheck no longer creates Flex quote agreements. To send a quote or contract you already have, use Upload a PDF. Flex quotes and PDFs with fill-in fields that were sent earlier stay on the gig and can still be signed. The client’s signature, signing date and name go on the PDF’s client lines. A recipient who has fields to fill in sees them highlighted, and Next field takes them to the next required one. Staff with financial editing access can open such a quote from the gig’s Contacts tab and sign for the company at any time before it is voided.

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Gig details acknowledgment

Gig details acknowledgment asks crew to confirm they have seen the current version of their gig details: call times, schedule, assigned flights, lodging, and the listed shared gig files. Managers open it from the gig’s Crew tab: choose More staffing actions (⋯), then Gig details acknowledgment. It opens in a side panel that lists each crew member’s status, such as Not sent, Acknowledged, or Details changed since they acknowledged. Use Send or Send again on one row, or Send to crew for everyone who hasn’t acknowledged the current details. Soundcheck skips anyone who was sent them in the last 24 hours. If the gig has no Crew tab, managers find the same card on the Overview tab. On the web, the gig’s Documents tab also lists every crew member’s status under Gig details acknowledgment, with the same Send. Publish the gig before you send it. Each send puts a Gig details item in the crew member’s Mailbox. It also goes by email or push when their gig-change preferences allow it. On the web, crew choose Review details on the item. In the mobile app, they tap the item to open the review sheet. Crew can also acknowledge from the card on the gig’s Overview tab. The item stays in their Mailbox until they acknowledge or the gig ends. The acknowledged version changes when the venue logistics, gig contacts, show notes or custom sections change. The manager’s panel then shows Details changed since they acknowledged. Crew aren’t asked again until a manager sends the details again. Earlier receipts remain on record. If the packet returns to an exactly previously acknowledged version, its existing acknowledgment applies. Other musicians’ private travel details and structured travel prices are excluded. Acknowledgment covers the listed file metadata, not the contents of each file. Keep confidential financial terms out of shared notes and files.

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Where the record lives

Staff manage agreements within the sending organization. A client contact sees only agreements assigned to them in the portal. The signed agreement stays alongside the gig’s run of show and files and payments.

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