Source: https://vaultcrmhelp.veeva.com/doc/Content/CRM_topics/Events/Speakers/SpeakerAgreements.htm ## Creating Speaker Agreements Speaker Agreements are contracts for speakers specifying rates for contracted services over a defined period of time across multiple events, called a Series Contract. For example, a contract coordinator can use a contract template to contract a speaker for multiple speaker bureau events throughout the year. The template includes contract lines, for example, speaking fees, travel reimbursements, and cancellation terms. A PDF version of the contract generates for signature by the speaker. **Who can use this feature?** * Business Admin Users - Browser * [Creating the Print Template](#Creating) * [Creating a Series Contract Template](#Creating2) * End Users - Browser * [Adding Speakers with Speaker Caps to Events](#Adding) * Users require an Events Management License ### Configuring Speaker Agreements for [![Closed](../../../../Skins/Default/Stylesheets/Images/transparent.gif)Business Admin Users](#) To configure this feature: 1. Ensure [Configuring Events Management](../Configuration/Config.htm) is complete. 2. Navigate to **Admin > Users & Groups > Permission Sets**. 3. Select the appropriate permission set. 4. Select the **Objects** tab. 5. Grant the following permissions: | Object | Object Permission | Object Types | Fields | Field Permission | | --- | --- | --- | --- | --- | | contract\_\_v | CRED | series\_contract\_\_v | * awaiting\_rendition\_\_v * agreement\_\_v * contract\_status\_\_v * description\_\_v * em\_catalog\_\_v * em\_tier\_\_v * em\_total\_payment\_\_v * end\_date\_\_v * external\_id\_\_v * local\_currency\_\_sys * lock\_\_v * language\_\_v * name\_\_v * object\_type\_\_v * start\_date\_\_v * template\_\_v * template\_name\_\_v * period\_type\_\_v * minimum\_contract\_length\_\_v * contract\_length\_\_v * first\_expiration\_date\_\_v * corporate\_contract\_\_v * contracted\_event\_\_type\_\_v * contracted\_product\_\_v * minimum\_programs\_\_v * maximum\_programs\_\_v * institution\_\_v * mobile\_id\_\_v * mobile\_last\_modified\_datetime\_\_v * mobile\_created\_datetime\_\_v | Edit | | * em\_speaker\_\_v * institution\_\_v * completed\_programs\_\_v | Read | | contract\_line\_\_v | CRED | series\_contract\_\_v | * em\_rate\_\_v * em\_rate\_type\_\_v * em\_rate\_max\_\_v * em\_rate\_min\_\_v * em\_service\_quantity\_\_v * em\_service\_quantity\_max\_\_v * em\_service\_quantity\_min\_\_v * lock\_\_v * local\_currency\_\_sys * object\_type\_\_v * service\_\_v * event\_format\_\_v * location\_type\_\_v * content\_length\_\_v * program\_type\_\_v * service\_type\_\_v * mobile\_id\_\_v * mobile\_last\_modified\_datetime\_\_v * mobile\_created\_datetime\_\_v | Edit | | * em\_total\_payment\_\_v * service\_name\_\_v | Read | | contract\_partner\_\_v | CRED | series\_contract\_\_v | * acceptance\_id\_\_v * contract\_\_v * contract\_partner\_status\_\_v * em\_speaker\_\_v * end\_date\_\_v * lock\_\_v * modified\_date\_\_v * object\_type\_\_v * start\_date\_\_v * signature\_datetime\_\_v * institution\_sgnature\_\_v * mobile\_id\_\_v * mobile\_last\_modified\_datetime\_\_v * mobile\_created\_datetime\_\_v | Edit | | formatted\_name\_\_v | Read | | currency\_\_sys | R | n/a | abbreviation\_\_sys | Read | | em\_catalog\_\_v | n/a | contract\_\_v | n/a | n/a | | em\_speaker\_\_v | CRED | contract\_\_v | * tier\_\_v * requires\_corporate\_contract\_\_v * em\_print\_generation\_status\_\_v * em\_print\_generation\_error\_\_v * institution\_\_v | Edit | | em\_event\_\_v | CRED | All appropriate object types | * event\_format\_\_v * location\_type\_\_v * content\_length\_\_v * program\_type\_\_v * product\_\_v | Edit | | em\_event\_speaker\_\_v | CRED | All appropriate object types | contract\_\_v | Edit | 6. Navigate to the **em\_event\_speaker\_\_v** object in the permission set. 7. Grant Execute permission to the **link\_contract\_\_v** object action. 8. Navigate to **Admin > Configuration > Objects > em\_event\_speaker\_\_v > Object Types** and select the Actions link. 9. Select **All Actions (...) > Edit Object Type Actions**. 10. Select the **Link Contract** checkbox for the appropriate object types. 11. Navigate to **Business Admin > Objects > events\_management\_settings\_\_v** and populate the **SPEAKER\_ROLLUP\_STATUS\_FILTER\_\_v** setting with a comma-separated list of em\_event\_speaker\_\_v statuses to count towards completed events in the contract. By default, the defined statuses are attended\_\_v and signed\_\_v. [![Closed](../../../../Skins/Default/Stylesheets/Images/transparent.gif)End Users](#) To configure this feature: 1. Ensure [Configuring Events Management](../Configuration/Config.htm) is complete. 2. Navigate to **Admin > Users & Groups > Permission Sets**. 3. Select the appropriate permission set. 4. Select the **Objects** tab. 5. Grant the following permissions: | Object | Object Permission | Object Types | Fields | Field Permission | | --- | --- | --- | --- | --- | | contract\_\_v | CRE | series\_contract\_\_v | * awaiting\_rendition\_\_v * agreement\_\_v * completed\_programs\_\_v * contract\_status\_\_v * contract\_length\_\_v * contracted\_event\_\_type\_\_v * contracted\_product\_\_v * corporate\_contract\_\_v * description\_\_v * em\_catalog\_\_v * em\_tier\_\_v * em\_total\_payment\_\_v * end\_date\_\_v * external\_id\_\_v * em\_speaker\_\_v * first\_expiration\_date\_\_v * institution\_\_v * local\_currency\_\_sys * lock\_\_v * language\_\_v * maximum\_programs\_\_v * minimum\_contract\_length\_\_v * minimum\_programs\_\_v * name\_\_v * object\_type\_\_v * period\_type\_\_v * start\_date\_\_v * template\_name\_\_v | Edit | | contract\_line\_\_v | CRE | series\_contract\_\_v | * contract\_\_v * em\_rate\_\_v * em\_rate\_type\_\_v * em\_rate\_max\_\_v * em\_rate\_min\_\_v * em\_service\_quantity\_\_v * em\_service\_quantity\_max\_\_v * em\_service\_quantity\_min\_\_v * lock\_\_v * local\_currency\_\_sys * object\_type\_\_v * service\_\_v * mobile\_id\_\_v * mobile\_last\_modified\_datetime\_\_v * mobile\_created\_datetime\_\_v | Edit | | * em\_total\_payment\_\_v * event\_format\_\_v * location\_type\_\_v * content\_length\_\_v * program\_type\_\_v * service\_name\_\_v * service\_type\_\_v | Read | | contract\_partner\_\_v | CRE | series\_contract\_\_v | * acceptance\_id\_\_v * contract\_\_v * contract\_partner\_status\_\_v * em\_speaker\_\_v * institution\_signature\_\_v * lock\_\_vmobile\_id\_\_v * mobile\_last\_modified\_datetime\_\_v * mobile\_created\_datetime\_\_v * modified\_date\_\_v * object\_type\_\_v * signature\_datetime\_\_v | Edit | | * end\_date\_\_v * formatted\_name\_\_v * start\_date\_\_v | Read | | currency\_\_sys | R | n/a | abbreviation\_\_sys | Read | | em\_speaker\_\_v | RE | All appropriate object types | * em\_print\_generation\_status\_\_v * em\_print\_generation\_error\_\_v | Edit | | * contract\_\_v * institution\_\_v * requires\_corporate\_contract\_\_v * tier\_\_v | Read | | em\_event\_\_v | CRE | All appropriate object types | * content\_length\_\_v * event\_format\_\_v * location\_type\_\_v * program\_type\_\_v * product\_\_v | Edit | | em\_event\_speaker\_\_v | CRED | All appropriate object types | contract\_\_v | Edit | 6. Navigate to **Business Admin > Objects > vmobile\_object\_configuration\_\_v**. 7. Activate the appropriate VMOCs for the following objects: * contract\_\_v * contract\_line\_\_v * contract\_partner\_\_v 8. Select the **requires\_corporate\_contract\_\_v** checkbox for all em\_speaker\_\_v records requiring corporate contracts. This affects the list of contracts available to the speaker. ### Creating the Print Template as [![Closed](../../../../Skins/Default/Stylesheets/Images/transparent.gif)Business Admin Users](#) If the contract is planned to be activated via uploading a signed copy of the contract, users must first create a .docx [Print Template](../Materials/EventMaterial.htm#Template) used to generate the agreement signed by the speaker. #### Supported Tokens The following tokens are supported when creating print templates for Series Contracts: * All standard contract\_\_v, contract\_line\_\_v, and contract\_partner\_\_v fields via the {{ObjectAPIName.FieldAPIName}} format Custom fields are not supported. * contract\_\_v and contract\_partner\_\_v lookup fields via the {{ObjectAPIName.RelationshipName.FieldAPIName}} format Up to two levels of relationship lookups are supported. * The {{currentTime}} token * The {{timeZone}} token * The {{currentDate}} token – Renders as the current date and time when the contract is generated Tokens are considered required unless marked as optional with the modifier. For example, {{contract\_\_v.name\_\_v}}. If a non-optional token cannot be resolved when the user generates the contract, the generation fails. Date and DateTime fields can be formatted. See [Formatting Tokens to Display Date and Time](../../Multichannel/ApprovedEmail/CreatingContent/FormattingDateTime.htm)for more information. Tokens for the contract\_line\_\_v object resolve as a list of all contract\_line\_\_v records associated with the contract\_\_v record. If the token is added as a row of a table in the .docx print template, the token resolves with each contract\_line\_\_v record as an individual row of the table. For example, if the following table was included in the .docx print template: | Program Type | Compensation | | --- | --- | | {{contract\_line\_\_v.service\_name\_\_v}} | {{contract\_line\_\_v.em\_total\_payment\_\_v}} | The rendered contract would include rows for each associated service name: | Program Type | Compensation | | --- | --- | | Group In-Person Training | $500.00 | | Pre-recorded Web Training | $700.00 | | Local Travel (Two Way) | $1,000.00 | #### Filtering Contract Lines To grant greater specificity in rendered contract\_line\_\_v records, tokens inserting contract\_line\_\_v picklists can be filtered to only display matching values by adding the modifier to the token. For example, the {{contract\_line\_\_v.service\_name\_\_v}} token filters the list to only display Contract Lines with a service\_type\_\_v field of program\_\_v. #### Sorting Contract Lines By default, the list of Contract Lines in the generated Print Template sort based on the ID of the contract\_line\_\_v records. Organizers can define the sort order of Contract Lines by adding the modifier to the token. For example, {{contract\_line\_\_v.service\_name\_\_v}} sorts the list based on the em\_total\_payment\_\_v field in descending order. The filtering and sorting modifiers can be used together to create even greater specificity. #### Associating Print Templates to an em\_catalog\_\_v Record After completing the .docx template, business admin users make print templates available by uploading the document to a contract\_\_v type em\_catalog\_\_v record. Users must also [create an event rule](../Materials/EventMaterial.htm#Automati) to associate the em\_catalog\_\_v record with the appropriate events. ### Creating a Series Contract Template as [![Closed](../../../../Skins/Default/Stylesheets/Images/transparent.gif)Business Admin Users](#) Once the print template is complete and attached to an em\_catalog\_\_v record, the Series Contract template can be created: 1. Navigate to the **Contracts** tab. 2. Select **Create**. 3. Select **Series Contract** for the object type. 4. Populate the appropriate fields: * name\_\_v – Enter the appropriate name * description\_\_v – Enter an optional description * start\_date\_\_v – The template's start date * end\_date\_\_v – The template's end date * em\_catalog\_\_v – Select the appropriate em\_catalog\_\_v record with the attached Print Template * template\_\_v – Select this checkbox to designate the contract\_\_v record as a template * language\_\_v – Select the appropriate language * em\_tier\_\_v – The tier of the contract * corporate\_contract\_\_v – Select this checkbox to designate the template as being for corporate contracts, not individual contracts * contracted\_product\_\_v – Select the appropriate product * minimum\_programs\_\_v – Defines the minimum number of programs the contracted speaker can speak at * maximum\_programs\_\_v – Defines the maximum number of programs the contracted speaker can speak at * period\_type\_\_v – Defines the type of Series Contract. The period type determines which additional fields must be populated before creating the contract. Available values are: * calendar\_\_v – The contract expires on a specific day and month. For example, the contract could be marked as expiring on December 31, 2026, regardless of when the contract is signed. * rolling\_\_v – The contract expires based on a set number of months after signing. For example, the contract could be marked as expiring six months after whenever the contract is signed. * None – The contract has no period 5. Populate the following additional fields based on the selected period\_type\_\_v: | period\_type\_\_v | Additional Fields | | --- | --- | | Calendar | * contract\_length\_\_v * first\_expiration\_date\_\_v * minimum\_contract\_length\_\_v – Optional | | Rolling | contract\_length\_\_v | | None | No additional fields required | 6. Select **Save**. #### Creating Contract Lines for Series Contract Templates After creating the Series Contract template, create individual contract\_line\_\_v records from the contract\_\_v detail page: 1. Navigate to the **Contract Lines** related list. 2. Select **Create**. 3. Populate the following fields: * service\_\_v – Speaker Service defined by the associated em\_catalog\_\_v record * em\_rate\_type\_\_v – The rate type for the contract line. Available values are: * Hour * Day * Event * em\_service\_quantity\_min\_\_v – The minimum allowed quantity * em\_service\_quantity\_max\_\_v – The maximum allowed quantity * em\_service\_quantity\_\_v – The fixed allowed quantity. This field is optional and should not be used together with the em\_service\_quantity\_min\_\_v and em\_service\_quantity\_max\_\_v fields. * em\_rate\_min\_\_v – The minimum allowed rate * em\_rate\_max\_\_v – The maximum allowed rate * em\_rate\_\_v – The fixed allowed rate. This field is optional and should not be used together with the em\_rate\_min\_\_v and em\_rate\_max\_\_v fields. 4. Select **Create** or **Create + New**. #### Activating Series Contract Templates Once all appropriate contract\_line\_\_v records are created, the contract template can be activated by either updating the status\_\_v field to activated\_\_v or by selecting the Activate button in the record's All Actions menu. New contract\_line\_\_v records cannot be created when a Contract Template is activated. ### Generating a Series Contract for a Speaker as [![Closed](../../../../Skins/Default/Stylesheets/Images/transparent.gif)End Users](#) To generate a Series Contract for a Speaker: 1. Navigate to the appropriate em\_speaker\_\_v record. 2. Select **Manage Contracts** from the All Actions menu. 3. Select **New**. 4. Select the appropriate Contract Template from the list of available templates. ![](../../../Resources/Images/Events/Speakers/SpeakerSeries.png) 5. Select **Continue**. 6. Edit the **Rate** and **Service Quantity** for the appropriate Contract Lines, if applicable. ![](../../../Resources/Images/Events/Speakers/SpeakerSeries1.png) 7. Select **Create Contract**. * If the Series Contract template used to generate the contract had an associated em\_catalog\_\_v record with a print template, a PDF contract based on the associated print template is generated and added to the Notes and Attachments related list of the em\_speaker\_\_v record If an error prevents the PDF from being generated, a .txt file containing details about the error is automatically added to the Notes and Attachments related list of the em\_speaker\_\_v record. * If an em\_catalog\_\_v record is not associated with the Series Contract template, the user is redirected to the em\_speaker\_\_v detail record page The currency of the generated PDF contract is based on the currency of the Contract Template, not the user generating the contract. #### Updating Generated Contracts After generating the PDF, end users can update an existing contract: 1. Navigate to the appropriate em\_speaker\_\_v record. 2. Select **Manage Contracts**. 3. Select the appropriate contract. 4. Select **Update**. 5. Update the appropriate contract lines. 6. Select **Update Contract**. This generates a new PDF contract. ### Signing and Activating Series Contracts as [![Closed](../../../../Skins/Default/Stylesheets/Images/transparent.gif)End Users](#) After the contract has been generated, the end user can activate the contract via one of the following methods. #### Upload a Signed Contract If the contract was signed via a PDF version of the contract generated via print template, users can upload the signed version of the PDF contract to activate the contract: 1. Navigate to the appropriate em\_speaker\_\_v record. 2. Select **Manage Contracts**. 3. Select the appropriate contract. 4. Select **Activate**. ![](../../../Resources/Images/Events/Speakers/SpeakerSeries2.png) 5. Enter the appropriate signature datetime. 6. Select **Attach File**. 7. Select **Choose File**. ![](../../../Resources/Images/Events/Speakers/SpeakerSeries3.png) 8. Select **Attach File**. 9. Select **Done**. #### Sign via External Integration Customers can build custom external integrations with Vault CRM to capture the appropriate signatures for a contract by editing the following fields: * Populate the signature\_datetime\_\_v field with the appropriate datetime * Update the status\_\_v field to signed\_\_v Once the integration updates the appropriate contract\_partner\_\_v records, the user activates the contract: 1. Navigate to the appropriate em\_speaker\_\_v record. 2. Select **Manage Contracts**. 3. Select the appropriate contract. 4. Select **Activate**. 5. Select **OK**. #### Activate Contract Without Signatures Users activate a contract without signatures if the following fields are not on the contract\_partner\_\_v layout: * acceptance\_id\_\_v * signature\_datetime\_\_v To activate a contract without a signature: 1. Navigate to the appropriate em\_speaker\_\_v record. 2. Select **Manage Contracts**. 3. Select the appropriate contract. 4. Select **Activate**. 5. Select **OK**. Once a contract is activated, it becomes locked; updates cannot be made without unlocking the contract. ### Linking Contracts to Events and Event Speakers as [![Closed](../../../../Skins/Default/Stylesheets/Images/transparent.gif)End Users](#) After the contract is activated, end users link the contract to the appropriate em\_event\_speaker\_\_v record, enabling events to begin counting against the contracted number of events the speaker is added to: 1. Navigate to the **Event Speakers** related list of the appropriate event. 2. Select the appropriate **em\_event\_speaker\_\_v** record. 3. Select **Link Contract**. 4. Select the appropriate contract from the list. Contracts display in the list if it matches all of the following criteria: * The contract is an activated series\_contract\_\_v type contract * The contract’s em\_speaker\_\_v field matches the event speaker’s speaker\_\_v field * The contract’s contracted\_product\_\_v field is either empty, or matches the product\_\_v field of the corresponding event 5. Select **Link Contract**. The completed\_programs\_\_v field on contract\_\_v records automatically populates with the number of contracted events completed by the speaker. ### Related Topics [Adding Event Speakers to an Event](AddEventSpeakers.htm) [Managing Event Materials](../Materials/EventMaterial.htm) [Using the Speaker Tab](SpeakerTab.htm)