Contract Creation | Viva Helix

Contract Creation

Summary

This guide outlines how to create a contract, link the session and the company, handle the special case of a tax‑exempt trainer, perform validation and approval, and create and view session costs.

Step-by-step Instructions

Steps to create a contract

  1. Create the session
    Before creating a contract, the related session must already be created.
  2. Add session costs
    Before creating a contract, add the costs related to the session.
    (See the “Add session costs” section below.)
  3. Open the “Contract” menu
    In the platform’s main menu, open the Contract menu.
  4. Create a new contract
    Click Create New.
  5. Link the session and the company
    Select the session and the organization (company) associated with the contract.

Special case: Tax-exempt trainer

If a trainer is tax-exempt, you can indicate it so the amounts related to their services are not taxed.

  1. Open the contract for editing.
  2. Check the Tax exemption box for the trainer.

Contract validation and approval

  1. Verify before sending
    Before sending the contract, make sure all information is accurate.
  2. Send the contract
    Use the Send button to share the contract with stakeholders.
  3. Contract approval
    Once both parties have accepted the contract:
     Reopen the contract for editing.
     Check both approval boxes.
     Click Save.
     The contract is then considered approved.

Add session costs

Create cost categories

Before adding a cost to a session, you must create cost categories:

  • Open the Cost Categories menu.
  • Click Create New.
  • Enter a name for the category.
  • Select the applicable cost type (only one box should be checked).

Add costs to the session

  • Open the Session Costs menu.
  • Click Create New.
  • Enter the relevant information for the cost.

Viewing costs

Once costs have been added, they will be visible in the contract linked to the session.

Tips / FAQs

  • Create cost categories first to avoid classification errors when adding session costs.
  • When a trainer is tax-exempt, review the affected line items in the contract before sending.
  • Keep a copy of the approved contract for your records.

Related Articles

  • Course and Session Creation
  • Session Statuses
  • Managing Registrations


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