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      Onboarding SOP - How to send a Lodgify Embedded Contract

      Onboarding will send Lodgify Embedded contracts to clients. This article highlights the steps:

      Once the Lodgify Embedded client is approved to move to the contracting stage, Onboarding will send through PandaDocs.

      Start Creating the Document

      • To search for Deals needing contracts, go to the Lodgify Embedded OB In Progress view:
        • Sort and open deals for Onboarding Status (Embedded) - Contract Requested or Deal Stage - Contract Requested.
      • In the right column find PandaDocs section. 
      • Click Create Document. This will redirect to a new document in PandaDocs,
      • Select LODGIFY Safely protection Policy Agreements <> 05012024 from either top documents or the list of documents.

      PD 01

      • Add email address to the top left field. Note: The client's email should show in the dropdown list.
      • Add your email address as the sender to field for Additional Recipients. 
      • If there are users showing below the Additional Recipients field, click the red X to remove. 
      • Click Start Editing.

      Completing the Variable fields

      • On the right toolbar, click on the Variables icon (4th from top - looks like a "TV"). 

      • Click menu next to XXX VARIABLES SHOWN
      • Click DOCUMENT ORDER. This will sort the variable in the order they appear in the contract.

      • Click open arrow next to USED

      • Scroll through variables and confirm the details in the auto-filled fields (these pull from the client's Hubspot Company record.
      • Review and complete all required fields that are highlighted in yellow.
      Page 1 - Confirmation of Risk State
        • Company RiskState - Confirm this is the full state name not an abbreviation.

      Page 2 - Summary of Service

      • Policy Limits - For Lodgify, these details will be pre-filled and do not need updated.
      Page 3 - Service Agreement Provided by On Demand Insurance Agency, LLC
      • Document.DayofMonth - Enter day (example: 15)
      • Document.MonthYear - Enter Month, Year (example: November, 2024)
      • To enter the taxes and fees:

        • Scroll to Final Pricing Breakdown section.
        • Using the details in columns highlighted in the Final Pricing Breakdown table, enter the amount into each variable field for the appropriate policy. 
          • PolicyX.SurplusTaxes - Enter details from [State] SL Taxes column.
          • PolicyX.TotalPremiumAndTaxes - Enter details from Premiums and Taxes column.
          • PolicyX.SurplusFees - Enter details from [State] SL Fixed Fees column. NOTE: In all but two states, the SL Fixed Fees are $0.00. 

      These show in the Nightly Premium Rate and Taxes table: 

      Page 5 - SAFELYSTAY SERVICE AGREEMENT

      • Using the details in the highlighted fields, add the amount from the highlighted column into each variable section for the appropriate policy. 
        • PolicyX.ChargePerNight - Enter details from SafelyStay Charges column.

      These charges show in the table SafelyStay Services and Fees table.

      Page 6 - Client Information

      • Make sure all required client details are entered. 
      • Required fields: 
        • Company.LegalName
        • Company.PrimaryContactFirst and Company.PrimaryContactLast
        • Company.PrimaryContactTitle
        • Company.PrimaryContactPhone
        • Company.PrimaryContactEmail
        • Company Address fields- Street, City, State, Zip
        • Company.County - Use this site to find the county.
        • CompanyBillingContactSameAsPrimary - Enter Yes, unless you have alternate billing details.
        • CompanyBillingAddressSameAsPrimary - Enter Yes, unless you have alternate billing details
        • Non-required variable fields include: 
          • Company.Company.dba - Enter Company dba
          • Company.Domain - Enter Company URL
          • Company.CompanyAddress2 - Enter Company Address2 
          • Billing Contact fields - Add billing details if there are different contact details.
        • Send Document
        • Once variables are all entered, at the top of the page click Send > Email / Text (SMS)

        • On next screen, select Replace unfilled variables with blanks
        • Click Continue

        • Name document - Safely Protection Policy Agreements <> [LEGAL NAME]
        • Review all recipients, then click Continue

        • On the next page, change From field to Safely Concierge (Concierge@safely.com)
        • Click Send document

        In Hubspot > Deal

        • Add Contract Sent Date to Task List.
        • Send Template: Lodgify Embedded - Contract sent notification to client.
        • Change Onboarding Status (Embedded) to Contract Sent 
        • Change Deal Stage to Contract Provided
        • Add note to Next Steps: xx/xx Check for contract signed.
        • Once contract has been signed by the client, the Activation steps can be initiated.
          • If not yet countersigned by Safely, add contract to client's folder with NOT COUNTERSIGNED added to the document name.
          • When countersigned, upload the fully signed agreement to the folder and delete the NOT COUNTERSIGNED document.