How-toGym owners & staff
How to send a contract to a client or trainer
Create a template under Contracts → Templates, then use Send a contract to pick the person, terms and optional linked membership; they sign by email link.
2 min readUpdated November 3, 2026
This article shows owners and admins how to send a contract that a client or trainer signs electronically. You create a template once, then send it with the person's terms. If you link a Membership plan, the contract becomes a commitment: once signed, the client can't cancel that membership themselves until the term ends, though they can still update their card.
Warning: Levflex doesn't give legal advice and many states have rules for gym memberships, such as cancellation rights and maximum terms. Always have a lawyer licensed in your state review your template before you send it.
Before you begin#
- Sign in as the owner or an admin.
- Your contract text, or a PDF or Word (.docx) copy.
- The client or trainer must already have an account at your gym.
Create a template#
- Go to Contracts → Templates.
- Select New client contract or New trainer contract.
- Upload a PDF or .docx, or select Use sample template.
- Edit the Title and Contract text. Click a Merge field to insert details filled in when you send.
- Tick The gym countersigns if you also need to sign.
- Select Create template.
Send it#
- Go to Contracts and select Send a contract.
- Choose the Template and the person.
- Set the Terms: Start date, Term (months), an optional Membership plan (optional), Price (optional) per month or in total, and Sign by (optional).
- Check the Preview — exactly what they'll sign.
- Select Send to and their name. They get an email with a link to read and sign.
Track it#
Contracts lists every contract with its status. Open one to Send reminder, Withdraw, see the Audit trail, or countersign. If the contract is addressed to you, the owner or another admin has to countersign.
Common mistakes#
Thinking a contract changes billing#
Linking a plan creates the commitment, but it doesn't change what Stripe charges. Set up the membership and price as usual.
Editing a template to change a sent contract#
Contracts already sent keep the text they were sent with. Send a new contract instead.
Leaving the sample text in#
If the template still contains sample text, you'll be reminded to remove the sample notice before sending.
When the contract is complete, both of you are emailed the signed copy.
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Related articles
- How-toHow to end a client's contract earlyOpen the contract and select End contract; choose Cancel with no fee or Cancel with a buyout fee, when it ends, and what happens to the linked membership.Read
- How-toHow to set up a waiver clients sign before bookingGo to Settings → Waiver, upload or write your waiver, select Publish waiver, and keep Require a signed waiver before booking on.Read
- How-toHow to create session packs and membershipsGo to Pricing to set a single-session price, add session packs (Add Pack) and monthly memberships (Add Membership); each sale gives the client session credits.Read
- How-toHow to charge trainers rent for using your spaceOpen the trainer from Team, fill in Space rental with a flat rent and/or a per-session fee, and select Set up space rental; Levflex invoices them through your Stripe account.Read
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