Can you imagine automating the creation of contracts for every member of your event staff in under 5 minutes?
With Monday.com and Make, that’s no longer a futuristic idea. It’s a reality that many event agencies are implementing today to save time, reduce errors, and professionalize their processes.
Here’s a step-by-step look at how we did it for a social events agency that manages dozens of contracts each week.
🧩 Step 1: Centralize All Information in Monday.com
We created a board template with all the roles needed for each event: waiters, DJs, setup crew, photographers, etc.
Each row represents a member of the operations team and includes:
- Full name
- Role in the event
- Work date
- Assigned schedule
- Contact email
- Specific conditions (if applicable)
With this structure, every new event starts from a clear, replicable system.
🧾 Step 2: Design a Smart Contract Template
Prepare a template in Google Docs or PDF with dynamic fields such as:{Name}, {Role}, {Rate}, {EventDate}, etc.
This way, you can reuse it for each person without manual editing.
🔗 Step 3: Connect Make
Create a scenario in Make that:
- Detects new entries in Monday.com
- Automatically fills in the template with the collaborator’s data
- Generates the contract as a PDF file
- Sends the contract to the collaborator’s email
You can add optional steps like internal notifications or delivery logs.
Not yet in monday.com or Make? Create your free account.
🚀 Step 4: Activate and Forget
- Once it’s live, the workflow does the job for you.
- Every time you add a new collaborator, Make handles everything: generating, customizing, and sending the contract.
📊 Step 5: Monitor from Your Dashboard
From Monday.com, you can track the sending status of each contract, mark which ones have been signed, or resend with one click.
📈 Tangible Results
Since implementing this solution, the agency:
✅ Saves between 10 to 15 hours a week just on contracts
✅ Has zero errors in names, dates, or conditions
✅ Projects a much more professional and trustworthy image to its staff
✅ Has complete traceability of who signed, when, and under what terms
🚀 Would You Like to Implement This in Your Agency?
We can help you automate this process in no time.
You only need:
- A contract template
- Your event and collaborator workflow
- The motivation to leave repetitive tasks behind
👉 Write to us and we’ll show you how we’d do it for your case.
Related Posts
Get Our News First
Monthly updates about the latest in process management, software and what's happening at our partners.
Don't forget to sign up for the blog feeds
