Agreements & Enrollments | Odoo Support Center

This page explains how agreements and enrollments work together, and how to manage them day to day.

Agreements (family container)

An agreement represents the commercial relationship with a billing contact (usually a parent). It holds:

Term dates and type
Billing settings (when Contract Billing is installed)
Agreement PDF and signature status
One or more enrollments (students in programs)

Open agreements from Memberships → Agreements.

Agreement form overview

Area	Contents
Header buttons	Activate, Cancel, Print Agreement, Sign Agreement
Enrollments tab	Students and programs on this agreement
Document tab	Template, signature info, stored PDF (visible when billing enabled)
Billing tab	Contract lines, billing day, proration (Contract Billing module)
Notes tab	Internal staff notes (not printed on agreement)
Chatter	Messages, activities, and history

Key fields

Field	Description
Billing Contact	Who is responsible for payment
Term Type	Initial commitment (12-month, 6-month, etc.)
Start / End Date	Initial term period
Auto-renewed	Shows when the agreement has moved to month-to-month
Complimentary ($0)	Free membership - no billing contract
Enable Billing	Turns on contract billing and unlocks Print/Sign buttons

Status actions

Button	When available	Effect
Activate	Draft	Sets agreement and draft enrollments to Active
Cancel	Draft or Active	Cancels agreement and all active/draft enrollments
Reset to Draft	Active, Expired, or Cancelled	Returns to Draft (Managers only)
Print Agreement	Billing enabled, not cancelled	Opens PDF report
Sign Agreement	Billing enabled, not yet signed	Opens wet-ink signing wizard

Active agreement lock: When an agreement is Active, most fields cannot be edited. To change enrollments or pricing, a Manager must Reset to Draft or Cancel and create a new agreement.

Enrollments (student + program)

An enrollment links one student to one program under an agreement.

Open enrollments from Memberships → Enrollments or Memberships → Active Members.

Enrollment fields

Field	Description
Agreement	Parent agreement
Student	Individual contact
Program	Class/curriculum
Enrollment Date	When the student joined this program
Status	Draft, Active, Inactive, or Cancelled
Monthly Tuition	Agreed recurring price
Enrollment Fee	One-time initiation fee
Discount (%)	Percentage off monthly tuition
External Member ID	Reserved for future rank-system integration

Enrollment statuses

Status	Meaning
Draft	Not yet live
Active	Currently enrolled
Inactive	Paused (e.g. hold/freeze)
Cancelled	Ended

Changing enrollments on an active agreement

You cannot add, remove, or edit enrollments on an Active agreement. Options:

Reset to Draft (Manager) - make changes, then re-activate or re-sign
Cancel the agreement and create a new one
Set individual enrollments to Inactive or Cancelled from the Enrollments list (if your process allows)

Family agreements

One agreement commonly covers multiple students:

Smith Family Agreement
├── Emma Smith  →  Youth Karate      ($99/mo)
├── Jake Smith  →  Little Dragons    ($79/mo)
└── Billing Contact: John Smith

All enrollments share the same term dates and billing contact. Each enrollment can have different programs, tuition, and discounts.

Complimentary memberships

Check Complimentary ($0) on the agreement when tracking membership without charging:

No billing contract is created
Print/Sign buttons remain tied to billing - use Activate directly
Useful for staff memberships, scholarships, or promotional free periods

Month-to-month after initial term

When the End Date passes on an Active agreement:

The agreement shows Auto-renewed = Yes
Status stays Active
Billing continues on the billing day until cancelled

Use Reporting → Expiring Agreements to find agreements approaching their end date and reach out about renewals.

Contacts and photos

During the Sign Agreement wizard, you can capture or update:

Billing contact address, phone, and email
Each student's contact info
Student photo via webcam (requires Partner Photo Capture module)

Photos and contact updates are saved to the contact record in Odoo.

Creating a Membership Agreements: CRM vs Manual Options - how to create new agreements
Signing the Agreement - wet-ink signing walkthrough
Billing & Invoices - recurring tuition and fees