# Contract templates and bulk send

> Build reusable rich-text or PDF contract templates with roles and merge fields, create contracts from them, and send one template to many clients at once.

- Product: Workspace369
- Documentation version: 2026.3
- Section: Contracts & e-signature
- Last updated: 2026-09-15
- Canonical source: https://docs.workspace369.com/v/2026.3/contracts/contract-templates-and-bulk-send/

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A contract template holds an agreement you send again and again, such as an NDA or a service agreement, together with who signs it and where. Create a contract from a template in a few clicks, send it to many clients at once, or attach it to a proposal so the client signs right after accepting.

Managing templates needs the Contracts permission to manage templates. Bulk sending also needs the permissions to bulk send and to send.

## Two kinds of template

| Kind | Best for | How fields are placed |
| --- | --- | --- |
| **Text document** | Agreements you write and edit in Workspace369, with client details merged in. | Field chips inside the text. The layout reflows when the text grows. |
| **PDF document** | Agreements you already have as a PDF. | Fields placed on the pages for each role. |

## Roles

A template describes roles rather than people. Each role has a label, a type (signer, approver, viewer or CC), an order number, and one of three assignments:

| Assignment | Who fills the role |
| --- | --- |
| Client | The client the contract is for, using their primary email. A template can have at most one client role. |
| Fixed | Always the same person, such as your countersigning manager. |
| Manual | Chosen in the builder each time. |

## Build a text template

1. Open **Contracts**, then **Templates**, then **New text template**.
2. Give the template a name, and pick the page size, Letter or A4.
3. Write the agreement. Insert merge fields for details that change per contract:
   - client details, such as the client name and address;
   - workspace details, such as your business name;
   - sender details;
   - contract details: the title, the date it was sent, and the expiry date.
4. Add field chips where each role signs, initials, dates, or fills in text or checkboxes.
5. Add the roles and save.

Values are merged when the contract is sent, not when the draft is created, so the sent date and expiry date are always real. Details that belong to one recipient, such as their name or signing date, are never merged into the text: use the Full name and Date signed field types instead.

For safety, a saved template keeps only text formatting, headings, lists, tables and embedded images up to 1 MB. Scripts, embedded pages and links to outside images are removed, and an unknown merge field stops the save.

## Build a PDF template

1. Open **Contracts**, then **Templates**, then **New PDF template**.
2. Upload the file. The same upload rules apply as for a single contract.
3. Add the roles, then place fields on the pages for each role.
4. Save.

## Create a contract from a template

1. Select **New contract** and choose the template.
2. Choose the client if the template has a client role, and pick people for any manual roles.
3. Review and send, exactly as for an uploaded PDF. See [Send a contract for signature](/v/2026.3/contracts/send-a-contract-for-signature/).

A draft keeps its own copy of the template. Editing the template later never changes drafts or sent contracts.

## Send one template to many clients

Bulk send needs a template with exactly one client role and every other role fixed.

1. Open **Contracts** and select **Bulk send**.
2. Choose the template.
3. Add rows: select clients, or upload a CSV file whose first line is `name,email`, with an optional `title` column. A CSV row with the same email as an existing client is linked to that client.
4. Review the rows. Invalid rows are listed before anything is sent, and a batch holds up to 500 rows. A text template that uses client merge fields can only be sent to selected clients, not to a CSV.
5. Check the cost. The review compares the rows with your remaining allowance and Token balance. Each row is still charged on its own when it sends.
6. Send. Each row becomes its own contract, and the batch view shows the progress of every row. A row that fails, for example for lack of Tokens, does not stop the others.

## Attach a contract to a proposal

In the proposal editor, choose **Attach contract** and pick a template or an existing draft. The client recipient must sign or approve first. When the client accepts the proposal, the contract is sent automatically and the client can continue straight to signing. If the contract cannot be sent at that moment, the proposal acceptance still stands and the client receives the contract by email later. See [Proposals](/v/2026.3/finance/proposals-overview/).

## Check the result

1. The template appears under **Templates** with its roles.
2. A contract created from it shows the merged client details in the review step.
3. After a bulk send, the batch view shows every row as sent, or names the reason a row failed.