How to Use Documents & Contracts in Enrollio
Documents & Contracts in Enrollio allows you to create, send, and track professional contracts and agreements directly inside your platform. With templates, PDF uploads, e-signatures, payments, and automation, this feature centralizes your document management while improving professionalism and efficiency.
Perfect for enrollment agreements, tuition contracts, parent handbooks, and policy acknowledgments — all in one place.
What is Documents & Contracts?
Documents & Contracts is a built-in tool under the Payments section in Enrollio that enables you to manage legally binding agreements with families. You can start with a blank document, upload an existing PDF, or use a prebuilt template.
It supports e-signatures, payment collection, automated triggers, and full audit tracking. This feature helps childcare providers streamline enrollment agreements, eliminate paperwork, and close enrollments faster.
Key Benefits of Documents & Contracts
Centralized Dashboard
Manage all your contracts and enrollment agreements in one organized place under Payments. No more searching across different tools — your team always knows the status of every document.
Custom Templates
Reuse prebuilt templates for recurring agreements like enrollment contracts, tuition agreements, or parent handbooks. This speeds up document creation while ensuring consistency across families.
E-Signatures with Audit Trail
Collect legally binding signatures online, with a certificate that records signer details, IP address, and timestamps. This provides legal protection while making the signing process easy for parents.
Integrated Payments
Add one-time or recurring payments directly inside your contracts. Close enrollments and collect registration fees or tuition deposits instantly, without requiring a separate invoicing process.
Automation
Trigger actions when a document is created, sent, viewed, or signed. Keep enrollments moving forward automatically, reducing manual follow-ups and improving conversion rates.
Overview of the Documents & Contracts Dashboard
The dashboard provides an at-a-glance view of all contracts and agreements. This is your control center for managing enrollment paperwork.
[SCREENSHOT: Documents & Contracts dashboard showing tabs for Draft, Waiting for others, Completed, Payments, and Archived with sample enrollment agreements listed]Accessing the Dashboard
- Go to Payments → Documents & Contracts from the left menu
- From the dropdown, select All Documents & Contracts to view every draft, sent, completed, or archived document in one place
Date Filter
Narrow down results by selecting a start and end date from the calendar. This is especially useful when tracking contracts created during a specific enrollment period or reviewing agreements sent within a certain timeframe.
Document Status and Dashboard Columns
The dashboard organizes your contracts into tabs: Draft, Waiting for others, Completed, Payments, and Archived. These tabs make it easy to track progress — for example, you can quickly see which families still need to sign under Waiting for others.
Each document row displays important details including Title, Status, Customer, Date Modified, and Value. This lets you quickly assess which agreements are active, which ones need follow-up, and which are complete or archived for record-keeping.
A three-dot menu next to each record provides quick actions like View, Clone, Mark as Completed, Download PDF, Convert to Template, Share via Link, Move to Draft, or Mark as Declined.
Creating New Documents
You can create documents in three ways, depending on your needs.
[SCREENSHOT: + New button dropdown showing three options: New Document, Upload Existing PDF, and Import from Template Library]- Click the + New button at the top right of the dashboard
- Choose from:
- New Document: Start from scratch using the editor. Example: Build a fresh enrollment agreement with text blocks, pricing tables, and video embeds.
- Upload Existing PDF: Import a PDF and overlay signature or text fields. Example: Your existing enrollment contract uploaded for parent e-signature.
- Import from Template Library: Choose from existing templates. Example: Reuse your standard tuition agreement for each new family.
Document Editor Toolbar
The editor provides a flexible drag-and-drop environment to design, configure, and finalize your documents.
[SCREENSHOT: Document editor interface showing left sidebar with element options and main canvas area with sample enrollment agreement]Add Elements
Add text, images, videos, tables, product lists, and page breaks. Insert fillable fields such as Signature, Text Field, Date, Initials, and Checkbox.
Page Management
Manage multi-page documents. Add, duplicate, or remove pages as needed for comprehensive enrollment agreements or parent handbooks.
Document Variables
Insert dynamic placeholders like Created Date, Reference Number, Client Account Name, and custom fields. Variables automatically populate with the correct family data when the document is sent.
Recipients
Define who needs to sign or receive the document. Add multiple recipients (both parents, guardians) and set signing order (sequential or simultaneous). Each recipient is assigned specific fields (e.g., signature, initials).
Payment Settings
Add payment options directly inside the contract. Choose between One-Time or Recurring billing for registration fees, deposits, or tuition. Enable direct payment upon signing, or send invoices automatically. Supports live payment mode and autopay configurations.
[SCREENSHOT: Payment settings panel showing One-Time and Recurring payment options with amount fields]Edit Email & Choose Template
Choosing a template and editing the email right before sending ensures parents see the most accurate message. This reduces errors and speeds up enrollment approvals.
What You Can Do
- Pick a Template: Use the Email Template dropdown to select the version that fits the context
- Edit Before Sending: The Edit icon is always visible, making last-second changes easy
Steps
- Click Send on the document to open the send modal
- Select the Email Template you want to use
- Click Edit to adjust subject or email body if needed
- Confirm the preview and send
Document Settings
Control how the document is delivered. Override the default email configuration (From Name, From Email, Subject, Template). Redirect families to a custom URL after signing. Upload attachments to be included with the document email.
Action Menu Inside the Editor
Access the three-dot menu (⋮) for additional options: Mark as Completed, Download PDF, Convert to Template, Add Expiry, Delete.
Send Options
Once complete, click Send to deliver. Choose between Send via Email or Share via Link.
Frequently Asked Questions
What happens if a parent partially signs but doesn't complete the document?
If multiple signers are assigned (both parents, for example) and only some complete their fields, the document remains in Waiting for others. You can remind incomplete signers by resending from the dashboard. The document won't move to Completed until every required signer finishes.
How secure are e-signatures and payment details inside documents?
Enrollio applies SSL encryption to all documents and payment data. Each signature generates a certificate with IP address, email, and timestamp. Payment information is processed securely through your integrated payment provider and never stored in Enrollio.
Can I create conditional content in documents (e.g., show different pricing tables depending on the family)?
Currently, conditional logic inside documents is not supported. Each document is static once created. If you need variations, create multiple templates or use automations to send different templates based on conditions.
What happens if I edit a template after sending a document?
Editing a template does not affect documents already sent. Any changes will only apply to future documents created from that template. This ensures legal integrity for already signed or pending agreements.