Contract Access Controls
Pivott has three independent contract-level controls that let admin users govern who can see, edit, and associate with a contract. Each control is set at the contract level and can be combined depending on your needs.
| Control | What it does | Who it affects |
|---|---|---|
| Restricted | Hides the contract entirely from non-admin users | Editors and viewers cannot see it at all |
| Locked | Keeps the contract visible but prevents edits | Editors and viewers can view, but not change anything |
| Linkable | Allows property-level users to discover and attach themselves to the contract | Editors and viewers can self-link via Expected Contracts |
Which control should I use?
Use Restricted when a contract is sensitive or confidential and non-admin users shouldn't know it exists — for example, an MSA with pricing terms that property staff don't need access to.
Use Locked when a contract should be visible to everyone on your team but protected from accidental edits — for example, a centrally managed national vendor agreement that a specific team owns.
Use Linkable when you want property-level users to be able to find a contract and attach it to their property themselves, without an admin creating that link manually — for example, a national MSA that applies across hundreds of properties.
Combining controls
Locked and Linkable can be used together. A contract that is both Locked and Linkable is visible to all users, protected from edits, and can be self-linked by property teams via Expected Contracts. This is the recommended setup for centrally managed contracts like national vendor MSAs.
Restricted and Locked cannot be applied to the same contract at the same time. If a contract is already Restricted, the Locked option will be unavailable, and vice versa.
Restricted takes precedence over Linkable. If a contract is marked Restricted, it will not appear in Expected Contracts search results for non-admin users, regardless of its Linkable status.
Learn more
Restricted Contracts, Locked Contracts, and Linkable Contracts are all Enterprise-tier features. Speak to your account manager about enabling any of them for your organization.
Vendor-Level defaults
Admin and staff users can set default access controls at the vendor level. When a vendor has a default enabled, new contracts created under that vendor have the matching control pre-checked.
Open Contract Controls on the vendor profile header to set defaults for a vendor.
| Toggle | What it does | Who sees it |
|---|---|---|
| Locked | New contracts under this vendor are pre-checked as Locked | Only Admins can see this option if this entitlement is enabled |
| Linkable | New contracts under this vendor are pre-checked as Linkable | Only Admins can see this option if this entitlement is enabled |
Editor and viewer users cannot see or use these toggles.
How vendor defaults affect contracts
A pre-checked toggle sets the starting state, it does not lock in that setting. You can uncheck Locked or Linkable on the contract before you save it.
Vendor defaults apply at every contract creation point: the contracts page, the vendor page, and the property page.
If you change a contract's vendor, Pivott re-checks both toggles against the new vendor's defaults.
Vendor defaults do not change existing contracts. If you turn a default on or off for a vendor, contracts already created under that vendor keep their current Locked and Linkable state.
Vendor-level default is an Enterprise-tier feature. Speak to your account manager about enabling it for your organization.