Contract templates, merge tags, and how clients sign online

Write your contract once, then let KM Hub personalize and send it for every booking. Contract templates use merge tags like {{client.full_name}} and {{event.date}} that fill in automatically from the event, and your client signs online from a link - no printing, scanning, or chasing paper.

Where to find it

Go to Operations > Documents and switch to the Contract Templates tab, or open https://hub.kivimedia.co/?page=contract-templates directly. The page has two tabs: Templates holds your reusable contracts, and the second tab covers the contracts generated from them. The header buttons are Generate Contract and New Template.

Create a contract template

1. Click New Template (on a fresh account, the page also offers a Create your first template button).
2. Write your contract in the merge-tag aware body editor. Wherever a detail changes per booking, drop in a merge tag instead of typing it: {{client.full_name}} for the client's name, {{event.date}} for the event date, and so on.
3. Save it. You can Edit or Delete any template later from the same list.

Merge tags: the fill-in-the-blanks system

Merge tags are placeholders that fill in per recipient when a contract is generated. The categories cover the client (name, email, phone, address), the event (title, type, date, times, guest count), the venue, financials (invoice totals, amounts due, deposit, payment link), your company details, the assigned performer, and planning links such as the contract signing link. Browse the full searchable list under Settings > Merge Tags, where every tag shows an example of what it produces.

Generate a contract for a booking

1. Click Generate Contract to open the Contract Generator.
2. Pick the template you want to use, then pick the event it's for.
3. Watch the live preview: every merge tag fills in with real data pulled from the event, the client, and their planning answers, so you can proofread the exact contract your client will see.
4. Click Generate to create the contract, ready for the send-for-signature flow.

Send it for signature

Open the booking and use the Send Contract panel on the Event Detail page; a confirmation toast tells you it's on its way. A few shortcuts worth knowing:

• In bulk: select several rows on the Events or Clients page and use Send Contract from the bulk toolbar.
• On creation: flip on the Send Contract toggle in the New Event dialog so the contract goes out the moment the booking is created.

How clients sign online

Your client receives a signing link that opens a public signing page in their browser - no KM Hub account or login needed. They review the contract and sign right there. You can also drop the signing link into any email using the Contract Signing Link merge tag from the Planning category. Once signed, the contract shows up under the Signed tab of your Documents vault, and the Analytics tab tracks views and clicks along the way so you know exactly when to follow up.

Still stuck? Submit a ticket from this help center and we'll take it from there.