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SStandShare

Set up compliance agreements for your venue

Operator

As a venue operator, you define the document requirements that tenant organizations (NPOs) must satisfy before their workers can staff your venues. This guide covers how to create requirements, monitor tenant compliance, and how the agreement signing process works from both sides.

Viewing Your Compliance Dashboard​

  1. Navigate to /operator/compliance or select Compliance from the operator menu.
  2. The Compliance page has four tabs across the top:
    • Requirements -- The document requirements you have defined.
    • Tenant Compliance -- An overview of each tenant's compliance status.
    • Worker Compliance -- Individual worker-level compliance data.
    • Settings -- Compliance notification and deadline configuration.

Managing Document Requirements​

Creating a New Requirement​

  1. On the Requirements tab, select New Requirement.
  2. Fill in the requirement form:
    • Name -- A clear title (e.g., "Food Safety Certification", "Liability Waiver").
    • Description -- Detailed terms or instructions that tenants will see when reviewing the agreement.
    • Required -- Toggle to mark the requirement as mandatory or optional. Mandatory requirements must be signed before workers can be scheduled.
    • Expiration -- Optionally set the number of days before a signed agreement expires and must be renewed.
  3. Select Save. The requirement is now active and will be assigned to tenant organizations.

Editing a Requirement​

  1. On the Requirements tab, locate the requirement in the table.
  2. Select Edit in the row actions.
  3. Update the fields as needed and select Save.

Changes apply to new agreement assignments. Existing signed agreements are not retroactively modified.

Deactivating a Requirement​

  1. Select Deactivate in the row actions for the requirement you want to retire.
  2. A confirmation dialog appears explaining that existing tenant agreements will remain intact, but the requirement will no longer be assigned to new tenants.
  3. Select Deactivate to confirm.

Monitoring Tenant Compliance​

The Tenant Compliance Table​

Switch to the Tenant Compliance tab to see a summary table of all tenant organizations that have agreements with your venues. Each row shows:

ColumnDescription
TenantThe NPO organization name.
Agreement StatusA color-coded badge: green for Compliant, yellow for Pending, red for Non-Compliant.
AgreementsA fraction showing signed vs. total required agreements, with an overdue count if applicable.
Worker ComplianceWorker-level compliance summary (feature in progress).

Filtering by Status​

Use the status dropdown above the table to filter tenants by compliance status:

  • All Statuses -- Show every tenant.
  • Compliant -- Only tenants who have signed all required agreements.
  • Pending -- Tenants with agreements awaiting signature.
  • Non-Compliant -- Tenants with overdue or rejected agreements.

Viewing Tenant Detail​

Select any row or the View button to open the tenant compliance detail panel. This panel shows:

  • Each agreement assigned to the tenant, its status, and due date.
  • The option to waive a requirement for that specific tenant (for example, if they have provided proof through another channel).

How Tenants Sign Agreements (the Tenant Perspective)​

When a tenant organization logs in, they see their pending agreements on the Agreements page. This is what happens:

Viewing the Agreements List​

The agreements list shows a table with columns for the agreement name, your operator name, the associated venue (or "All venues" if it applies globally), status, and due/signed date. Agreements that are not yet signed display a Review & Sign button.

Reviewing Agreement Details​

Selecting an agreement opens a detail view showing:

  • The current status badge (with an "overdue" indicator if the due date has passed).
  • Operator name and venue.
  • Due date (for unsigned agreements) or signed date (for completed agreements).
  • The full agreement description and terms.

Signing an Agreement​

The sign modal offers two methods:

Option A: Acknowledge Online

  1. Select the Acknowledge Online tab.
  2. Read the agreement terms carefully.
  3. Check the acknowledgment checkbox: "I have read, understand, and agree to the terms of this agreement on behalf of my organization."
  4. Optionally add notes.
  5. Select I Acknowledge and Agree.
  6. A confirmation dialog appears stating that the action is permanent and audit-logged. Select Confirm to finalize.

Option B: Upload Signed Document

  1. Select the Upload Signed Document tab.
  2. Upload a signed copy of the agreement (accepted formats: PDF, Word, JPG, PNG).
  3. Select Upload & Sign.

After signing, the agreement status changes to Signed and the signed date is recorded. The tenant's row in your compliance table updates accordingly.

Agreement Statuses​

StatusMeaning
PendingThe agreement has been assigned but not yet acted upon.
In ProgressThe tenant has started the signing process.
SignedThe agreement has been acknowledged or a signed document has been uploaded.
ExpiredThe agreement's expiration date has passed and needs renewal.
RejectedThe tenant declined the agreement.
WaivedYou (the operator) have waived the requirement for this tenant.

What Happens When Compliance Lapses​

  • Overdue agreements are flagged with a red indicator in both the operator's compliance table and the tenant's agreement list.
  • If a mandatory agreement expires, the tenant's overall status changes to Non-Compliant.
  • Non-compliant tenants may be restricted from scheduling workers at your venues, depending on your compliance settings.
  • StandShare sends automated notifications to both the operator and the tenant when an agreement is approaching its due date or has become overdue.

Tips​

  • Review the Tenant Compliance tab weekly to catch pending agreements before they become overdue.
  • Use the waive action sparingly and only when you have received equivalent documentation through another channel.
  • Set reasonable expiration periods -- agreements with no expiration never need renewal, but may become stale over time.

Next Steps​