Creating a Membership Agreements: CRM vs Manual Options

There are two ways to create a new membership agreement: from a CRM opportunity (recommended for new leads) or manually from the Agreements menu.

Option A: From a CRM opportunity

Use this when a prospect has become ready to enroll and you already have a lead/opportunity in CRM.

Prerequisites

The opportunity must have a Customer (contact) linked
Student contacts should exist in Odoo (or be created before enrolling)

Steps

Open the CRM opportunity
Click Create Draft Membership in the header
Complete the wizard:

Field	Notes
Billing Contact	Usually the parent or account holder. Pre-filled from the opportunity customer.
Location	Your school/company
Term Type	Initial commitment length (default: Standard 12 months)
Start Date	When membership begins
End Date	Auto-calculated from term type; adjust if needed
Students & Programs	Add one row per student. Pick the student contact and their program. Tuition and enrollment fee default from the program.

Click Create Draft Membership

You'll be taken to the new agreement form where you can review enrollments, enable billing, and proceed to signing.

SmartWaiver integration

If your CRM lead is linked to a SmartWaiver record with a primary contact, the billing contact is pre-filled from the waiver automatically.

Option B: Manual agreement

Use this for walk-ins, renewals, or situations where no CRM lead exists.

Steps

Go to Memberships → Agreements
Click New
Fill in the agreement header:

Field	Notes
Billing Contact	Parent or payer
Location	Your school
Term Type	Commitment length
Start / End Date	Membership period

On the Enrollments tab, add rows:

Column	Notes
Student	Individual contact (not a company)
Program	Class/curriculum
Enrollment Date	Usually the start date

Save the agreement

Setting tuition and discounts

When you select a program on an enrollment line, Monthly Tuition and Enrollment Fee default from the program catalog. You can override them per enrollment for:

Family discounts
Promotional pricing
Pay-in-full arrangements

Use the Discount (%) field to apply a percentage off monthly tuition only (enrollment fees are not discounted by this field).

Validation rules

The system prevents common mistakes:

Rule	What happens
Duplicate active enrollment	A student cannot have two active enrollments in the same program at the same location
Under 2 years old	The CRM wizard warns if a student's birthdate suggests they are under 2
Empty enrollments	At least one student with a program is required

After creation: what to do next

Situation	Next step
Billing enabled, not complimentary	Review the Billing tab, then run Sign Agreement
Complimentary or billing disabled	Click Activate when ready
Need to make changes	Keep agreement in Draft until everything is correct

Note: Once an agreement is Active, enrollments and pricing are locked. Get everything right in Draft first, or ask a Manager to Reset to Draft.

Quick reference: CRM vs manual

	CRM wizard	Manual agreement
Best for	New leads converting to members	Walk-ins, renewals, no lead
Pre-fills students	Yes (from lead contacts)	No
Links to opportunity	Yes	Optional
Creates agreement + enrollments	Yes	You add enrollments manually