Welcome to the
Cloudtract Help Center

Browse our knowledge base and frequently asked questions in the tabs below.

Can’t find the answer to your question, or in need for tailored help?
Submit your request using the contact form and we’ll try to get back to you right away.

What is Cloudtract?

Cloudtract is the world’s most simple contract management tool for small and medium sized businesses. As a super simple, free, cloud-based, contract alert/ administration/ storage platform, its perfectly designed for these purposes:

  1. Never ever miss out on an expiring contract. Never pay for services or products you don’t want.
  2. No use of over-engineered and expensive software packages.
  3. Just enter your contract details and an alert date, upload a file if required, and get on with your business.
How do I contact Cloudtract?

You can send us an email here. We look forward to receiving your feedback.

What happens to an uloaded file after I add it to a Contract Alert?

Uploaded files are stored on our server.
Only the users of your account that you have selected can view the content of uploaded files. Even Cloudtract employees are not able to view your data.
Of course, you can decide that you alone have all user rights.
Your privacy is our #1 priority and we understand that this is probably the most important topic for you.
That is why we take the highest care regarding security of your contract details and uploaded files.

How do I add a Contract Alert?

1. Login to your Cloudtract account and click the “Add a Contract Alert” icon.
2. The “Add Contract Alert” window opens.
3. Enter A “Supplier” name and select an “Alert Date” (Click Advanced Settings to enter additional contract information).
4. To create your Contract Alert, just click the “Save” button at the bottom of the pop up window.

Additional: In case you want to upload an attachment to your Contract Alert, just click “Browse” or drag your document to the drag-and-drop zone.

For whom is Cloudtract intended?

Cloudtract is initially designed for any company that could use a simple and safe contract administration tool, without any additional costs or complexity.

What are the costs of using Cloudtract?

Cloudtract is completely free of charge for an unlimited number of people. And there are no hidden costs. And please note, this is not a demo or a trial version.

We are working on Cloudtract Premium version with loads of (user requested) features. Our Premium version will be offered for a monthly or annually fee, but the basic version will remain free. Forever.

What kind of contracts can I upload?

All kinds of contracts can be uploaded: service- and supplier contracts, employment or labor contracts, cleaning contracts, insurance contracts,  payment contracts, software licences, subscriptions, rental contracts, etc. The only requirements are that a contract must be digital and doesn’t exceed the size of 10 MB.

How many contracts can I upload?

You can upload as many contracts as you need. A maximum of 10 files can be uploaded per contract. Are you a power user seeking unlimited storage space? Get our Premium Package. Coming soon.

Can I use Cloudtract for my private contracts?

Cloudtract is initially designed for business use, but can also be used for personal use.

Why should I use Cloudtract and not any other contract manager?

Why should you pay for a service if you can get it for free?
Why should you install software on your computer to find out that it is already outdated?
Why should you use software that requires a manual before you know how to use it?
Cloudtract is as safe as possible, it’s 100% free, runs in the cloud and we guarantee you will understand it in 1 minute.

Cloudtract is designed by small businesses, for small businesses. Worldwide.

How does Cloudtract work?

Great question.

Cloudtract helps you to set email Contract Alerts, which remind you that one of your contracts is nearing its end date.
Give your contract a name, set an alert date, and if you prefer: attach files (such as Word documents, PDFs, photos, audio files etc.).
On the day you have selected, you receive a contract alert from Cloudtract, which reminds you that the contract requires your attention.
This prevents the existence of unwanted contracts. That’s it!

The process of creating an account and adding a contract alert will take you less than 2 minutes.

How is assured that my contracts and the information included are safe and secure with Cloudtract?

Would you leave your business contracts with someone you don’t trust? We wouldn’t.
That’s why confidentiality, integrity and availability of your data is our #1 priority.
We work closely together with banking software specialists, making sure your account is completely encrypted and stored at our server.

The server hardware is provided by Amazon Web Services (AWS), a market leader in Cloud Infrastructure Services.
AWS has the following compliance certificates: ISO 27001, SOC 1, SSAE 16, ISAE 3402 (formerly SAS70).
The use of SSL (Secure Socket Layer) assures that your data is encrypted and not visible to others.
Such security levels are used by financial institutions in their online banking transactions.
Furthermore, McAfee checks our websites daily on malware, malicious JavaScript and other suspicious redirections.
This framework of security controls assures that your contracts will be only visible to you and the people you have selected.

How do I set a Contract Alert?

Do you already have a Cloudtract account?
1. Login and add a Contract Alert by clicking on the “Add a Contract Alert” icon
2. Enter a Supplier Name
3. Select an Alert Date
4. Click “Save”. You’ll automatically receive a reminder email on the selected alert date.

 

How safe are my files with Cloudtract?

Reminding people about contracts is one thing, but storing third party contracts safely is another thing.
Our #1 priority is maintaining the highest level of confidentiality, integrity and availability of data to our customers.
That’s why we make sure your complete account is encrypted and stored with our server.
The server hardware is facilitated by AWS, Amazon Web Services, which is all certified ISO 27001, SOC 1/SSAE 16/ISAE 3402 (formerly SAS70).
Take note that both AWS and our own staff have no access to your account.
Your data is encrypted via SSL (Secure Socket Layer) and therefore not visible to others. Like an online banking transaction.
On top of that, McAfee checks our websites every day for malware, malicious JavaScript, suspicious redirections, and more.
So you can rest assured that your contracts will be only visible to you and the people you authorize.

Who is Cloudtract?

Cloudtract has a major stakeholder: Amerborgh International N.V. is a management company which develops activities aimed at, among other things, investments and stakes in (young) promising companies, exploitation of hotels, property development and activities in the area of art and culture. Go to our Team Page to discover more about the Cloudtract’s team.

I have a suggestion to improve Cloudtract. How do I tell you?

As we are driven to improve our service, we welcome any form of feedback. Please tell us here.

I have a complaint. How do I notify you?

We’re sorry you feel this way. As even the world’s best contract manager needs improvement, we highly value your feedback. We’ll try our best to follow up on your requests. Please tell us here.

How does Cloudtract assure the privacy of me (and my company)?

What’s one of the worst things that could happen to you or your business?
That your contracts are out in the open, for everyone to read.
That’s why your privacy is our main priority.
Please read our Privacy Policy carefully as it describes our policy concerning your data.

How long is my data stored?

Cloudtract stores your data as long as you prefer.
After you have deleted your account, all your contracts are automatically deleted.

How secure is the online connection with Cloudtract?

All data between your computer and our server is encrypted and cannot be intercepted or read by others.
Do you see a symbol of a (green) padlock on the top left hand side of your web browser?
That’s the sign you are working via an encrypted and secure connection.
This is similar to your online bank transactions and currently the highest standard with regards to connection security.

Is there a backup of my data?

Yes. Cloudtract performs a daily backup procedure, consisting of a backup of your account, including your uploaded files.
Even if your computer has a meltdown, your contracts and data are always safe at Cloudtract and can be restored easily. The backup is stored on a separate server.

What are cookies?

A cookie is a piece of information in the form of a very small text file that is placed on your hard drive.
Cookies are generated by a web page server, which is basically the computer that operates a website.
The server determines the information included in the cookie and can use this information on a next occasion that the user visits the website.
A cookie can be considered as an internet user’s identification card, which gives the website a warning if the user has returned.

For our detailed Cookie Policy, please refer to our Legal section.

What is the purpose of a cookie?

Cookies make the interaction between users and websites faster and easier.
Without cookies, it would be very difficult for a website to allow a visitor to fill up a shopping cart or to remember the user’s preferences or registration details for a future visit. Websites use cookies mainly because they save time and make the browsing experience more efficient and enjoyable. 

Websites often use cookies to collect information about their users. Cookies enable websites to monitor their user’s web surfing habits and profile them for marketing purposes. For example, to find out which products or services they prefer, which gives companies the opportunity to send targeted advertisements.

For our detailed Cookie Policy, please refer to our Legal section.

If I delete my account, how do I know that all my data is removed from your server?

That’s a promise we make in our Legal section.
Our server provider will remove and destroy all your data when you delete your account.
The ISAE 3402 report from the server provider guarantees that they have properly performed this procedure during a financial year.

How do I edit Contract Alerts?

1. Login to your Cloudtract account and go to your Contract Alerts page.
2. Select and click on the specific Contract Alert you want to edit.
3. After editing the contract information, just click the “Save” button. That’s it.

Please take note that you need to have the correct User rights to edit Contract Alerts. Only Administrators or Editors are able to edit Contract Alerts.

I cannot add a Contract Alert. Why?

Not all users have similar User rights. There are three types of Users:
1. Administrators have all User rights: create, edit and delete contract alerts, add or remove Users and change account settings.
2. Editors can only edit, create or delete Contract Alerts.
3. Viewers can only view Contract Alerts.
This means that if you are a Viewer, you can only view Contract Alerts and not add new Contract Alerts.

I cannot delete a Contract Alert. Why?

Not all users have similar user rights. There are three types of users:
1. Administrators have all user rights: create, edit and delete Contract Alerts, add or remove users and change account settings.
2. Editors can only edit, create or delete Contract Alerts.
3. Viewers can only view Contract Alerts.
This means that if you are a Viewer, you can only view Contract Alerts and not delete any Contract Alerts.

I cannot download a file. Why?

Not all users have similar user rights. There are three types of users:
1. Administrators have all user rights: edit, create or delete contract alerts, users and the account.
2. Editors can only edit, create or delete contract alerts.
3. Viewers can only view contract alerts. This means that if you are a Viewer, you can only view contract alerts and not download uploaded files.

I cannot upload a file. Why?

Not all users have similar user rights. There are three types of users:
1. Administrators have all user rights: create, edit and delete contract alerts, add or remove users and change account settings.
2. Editors can only edit, create or delete contract alerts.
3. Viewers can only view contract alerts. This means that if you are a Viewer, you can only view contract alerts and not upload any files or attachments.

What happens to deleted Contract Alerts?

If you delete a Contract Alert, the deleted alert will be stored in your Archive.
In the archive you can view and log all activity and which user(s) of your account has deleted a Contract Alert, and when.
All deleted Contract Alerts can be restored by clicking on the “Reactivation” button in the Archive.

What kind of files can I upload with Cloudtract?

You can upload any file format, except for complete DVDs. This includes:
MS Word, Excel, PowerPoint, PDF, MP3, MP4, JPEG, PNG, GIF, RAR, ZIP, EPUB.
As long as it doesn’t exceed the size of 10 MB, you can basically upload any kind of file.

Can I print my Contract Alerts or alert selection?

Of course. Any filter or sorting you can display on your screen you can print by clicking the “Print” icon.

What is the Start Date?

That’s the first day of the contract or commencing date of your contract.

What is the End Date?

That is the last day of the contract, or the contract expiration date.
This is the day that most contracts automatically extend (tacit renewal).

What is a Notice Period?

If you wish to end or change an existing contract, the supplier prefers to know this (well) before the contract ends.
The notice period is the period between the last day you can terminate the contract and the actual last day of the contract. If an automatic renewal (tacit renewal) applies, it is usually mentioned in the contract.

How do I set a Contract Alert?

1. Login to your Cloudtract account and click the “Add Contract Alert” icon on the Contract Alerts page.
2. The Contract Alert window opens.
3. Name the alert where it says “Supplier”.
4. Select a date at “Alert date”. That is the date you wish to receive a Contract Alert.
5. Click the “Save” button, and that’s it.
Continue with your business, you won’t miss this contract anymore!

How am I informed about a nearing end date?

You will receive an email to your mailbox on the day you have selected (“Alert date”).
You can also add a Contract Alert to your online calendar by checking the “Add As Calendar Appointment” box, and clicking the “Save” button.

How can I choose when to get notified?

Just select the day you want to receive an alert in the Contract Alert window. You will receive an email to your mailbox on the day you have selected (“Alert date”).
You can also add a Contract Alert to your online calendar by checking the “Add As Calendar Appointment” box, and clicking the “Save” button.

If I don’t open the alert email, do I get a new warning?

Please take note that Cloudtract will send you only one Contract Alert by email, and will not send an additional alert in case you do not open this email.

What is the Slack integration?

Slack is a cloud-based team collaboration tool that brings all communication together in one place by offering real time messaging, file sharing, supporting one-to-one and group conversations, and knowledgeable search. With Slack you can connect all your tools and avoid that constant switching between apps.

Add the Slack integration to your Cloudtract account and start sending and sharing your contract alert notifications directly in your selected Slack team channels.
Register your Slack domain and create or join a Slack team here.

How do I add Slack to my Cloudtract account?

1. Go to “Settings” and click on the “Integrations” bar.
2. Click on the “Add” button to open Slack’s introduction pop up, and click the “Add to Slack” button.
3. Enter you team’s @Slack domain, and click “Continue”.
4. Sign in to your Slack account.
5. Confirm your identity on Cloudtract by selecting the team channel you want to receive your contract alert notifications.
6. Authorize Cloudtract as an app to Slack by clicking the “Authorize” button.
7. Log in to Cloudtract to complete the integration.
8. When you see the ‘Slack Integration’ confirmation pop up, you have successfully connected with Slack!

Please take note that to add the Slack integration to your Cloudtract account, you need to create a Slack team account or have an existing Slack team you can join.

How do I get my Contract Alert notifications in my Slack team channel?

1. Create a contract alert by entering a “Supplier Name” and an “Alert date”.
2. Click on “Advanced Settings”.
3. Check the box “Send to Slack” to share your alert notification in your Slack team channel you selected.
4. Click “Save”. The contract alert notification will be send to your Slack team channel on your selected alert date. Of course, the contract alert will still be send to your mailbox as well.

Please take note that all team members are able to view the contract alert notification, but need to be authorized to open the contract in Cloudtract.

Can every team member in the Slack channel see the Contract Alert notifications?

By default, all team members will able to see the contract alert notifications in your Slack team channel feed.

Can every team member in the Slack channel open the Contract Alert notifications?

No. Only the team members in your Slack channel that are authorized to have access to the Cloudtract account are able to open the contract alert via the link.
As Cloudtract administrator you can authorize the team members you want. Add your team members to your Cloudtract, and manage their access rights in the “Only visible to” box of the “Edit Contract Alert” window.

Why can’t I access the Contract Alert link in Slack?

When you can’t access the Contract Alert, you are not authorized to access the contract. This means that the Administrator or Editor has not selected you as visible User when sending this Contract Alert notification to Slack. Contact your Slack team members (or Cloudtract admin) to request access to this contract.

I received a message I can’t make a connection with Slack?

When you received the message your Slack integration failed, please check if you have completed the authorization of Cloudtract during the Slack integration installment.
You can check this by going to “Settings>Integrations”. If you still see the “Add” button, please try to add Slack again to Cloudtract and complete by authorizing Cloudtract as an application in Slack.

How do I remove Slack from my Cloudtract account?

1. Go to “Settings” and open the “Integrations” bar.
2. Click on the “Remove” button.
3. Click on the link ‘Click here to go to Slack”. You will be redirected to the Slack App page.
4. Click on the “Remove App” button to remove Slack from Cloudtract, and confirm your request. You have now successfully removed the Slack integration in your Cloudtract account.

I removed Slack from my Cloudtract account. Can I add the Integration again?

Yes, are able to repeatedly add or remove the Slack integration to your Cloudtract account.

I received an email that Slack is not available?

1. Check if the integration with Cloudtract has been stopped in Slack by you or a fellow administrator.
Solution: please remove the Slack connection from Cloudtract as well at the “Settings” screen.
If you do wish to receive Contract Alert notifications in Slack, you can add the Slack integration again in “Settings> Integrations”.
2. Check if the Slack servers are offline. In that case, please contact Slack’s Help Center

What will happen to the scheduled Contract Alerts when Slack is offline?

In case Slack is offline, any Contract Alert notifications to Slack will not arrive at your Slack team channel. As soon as Slack is online again, only the upcoming Contract Alerts will be shown in your Slack Team channel. Fortunately, we send our Contract Alerts to your mailbox anyhow, making sure you won’t miss any important contract expiration dates.

Setting An Alert

Log in

Go to www.cloudtract.com.
Log in with your email address and password.

Add Alert

Click on the “Add Alert” icon to add a contract alert. You can add as many alerts as you want.

Set Alert

Enter the “Supplier Name” and the “Alert Date”. Select the “Calendar Appointment” if you want to set your reminder in your Calendar.

If you want to finish here, you can hit the “Save” button now.

Add Advanced Information (optional)

If you want to collect more information, you can do so by clicking on the “Advanced Settings”.

Saving this information can be useful if you want to keep an overview of the average amount per contract, the start and end date of the contract.

Add Documents (optional)

If you want to store all your contracts and related documents in one place, you can drag & drop files directly from your computer to Cloudtract. The documents will be encrypted and stored on your account.

Need more info? Download the Cloudtract Quick User Guide manual

That’s it!

Simple, Safe & Free.

All Contracts. One Location. Always Accessible. Get Alerts in Time.

Upgrade to Cloudtract Premium available soon!