Case Study

How Vitality Living Saves Hours Every Week on 600+ Contracts Across 35 Communities

Fast Facts

Industry: Senior living, 35 communities across 10 states
Legal headcount: Two legal reviewers, with procurement running the contracts
Contract volume: 600+ active contracts
Tools before: A SharePoint site and individual community drives
Trigger: Scattered files left procurement reacting to renewals

The Challenge

Scattered files left procurement reacting to renewals across 35 communities

Vitality Living is a Brentwood, Tennessee-based senior living provider with more than 30 communities across 10 Southeastern states. The company provides active adult, independent living, assisted living, and memory care. Carrie McClain, Vitality Living's Procurement Specialist, manages vendor contracts across the portfolio.

Each community depends on vendors for fire alarm monitoring, pest control, landscaping, copier service, rehabilitation, pharmacy, and other day-to-day operations. But the contracts behind those services were scattered across community drives and SharePoint sites, mixed with outdated agreements and managed differently from one location to the next.

Vitality Living needed more than a new place to store files. McClain wanted a simple contract management platform that could separate agreements by community, control access by role, track renewals and auto-renewals, route contracts for internal review and signature, and make portfolio-wide reporting practical. After evaluating three platforms, Vitality Living chose ContractSafe.

Simplicity mattered because 65 people across procurement, legal, facilities, finance, and community leadership would use the system in different ways. McClain needed control without turning occasional contract access into a training project.

We needed one system that could keep every community's contracts organized, give each user the right level of access, and help us get ahead of renewals instead of reacting to them. ContractSafe has done all that for us, and more.

Carrie McClain Procurement Specialist, Vitality Living

ContractSafe's Solution

One platform for review, signature, storage, alerts, permissions, and reporting

ContractSafe gave Vitality Living one contract workflow across all 35 communities. McClain can route a new agreement through legal and facilities review, send it for signature through the Dropbox Sign integration, return the executed copy to ContractSafe, control who can view or download it, set deadline alerts, and report on the portfolio from the same system.

ContractSafe was easy to use from the first demo, and the support stayed strong from evaluation through rollout. Now more than 600 active contracts are organized in one system, and every team can get the access it needs.
— Carrie McClain, Procurement Specialist, Vitality Living

ContractSafe now manages more than 600 active contracts for Vitality Living. About 65 users have access calibrated to their role, from view-only executive directors to procurement, legal, facilities, and finance teams that manage the work.

Full-lifecycle contract control built for a multi-community operator

Per-community folders and search make each location's active agreements easy to find without exposing contracts from other communities.
Tiered permissions give executive directors view-only access, regional VPs download access, and functional teams the control they need to manage contracts.
Automated deadline alerts help procurement act before renewals and auto-renewals instead of discovering them too late.
Dropbox Sign integration routes agreements through legal, facilities, and signer review before the executed contract returns to ContractSafe.
On-demand reporting turns contract data into a ready-to-share inventory when a community transfers to a new management company.

How ContractSafe helps Vitality Living give 65 users the right access

McClain, the account admin, sets access by role for all 65 users. Executive directors who run each community get view-only access, so every change and review still comes through the support office. Regional VPs can view and download contracts. Legal, the VP of facilities, the CFO and accounting open the contract folders their permissions cover.

How Vitality Living uses contract search

Each community's contracts sit in a folder of their own. The VP of facilities goes into ContractSafe and opens the folders for the communities in question. Each person sees only the contracts their access covers.

How Vitality Living uses renewal alerts

McClain sets deadline alerts on the communities' vendor contracts, from pest control and landscaping to pharmacy. Auto-renewing contracts are tracked too: the ones to keep and the ones to stop before they renew. The reminder lands before a contract expires, so procurement can make changes ahead of the date.

How Vitality Living uses ContractSafe eSign, powered by Dropbox Sign

McClain sends a new vendor agreement through ContractSafe to the two reviewers in legal. Agreements that touch facilities go to the VP of facilities for review as well. Once everyone's reviewed it, McClain usually sends it to one of those three reviewers for e-signature. McClain gets the vendor's signature separately, then uploads the executed copy to ContractSafe.

How Vitality Living uses reporting

When a community moves to a new management company, McClain goes into ContractSafe and pulls that community's contracts. McClain creates a report of those contracts with their start and end dates. It replaces the spreadsheet McClain used to build by copying from SharePoint. The report goes to the management company taking over.

ContractSafe helps us stay ahead of renewals and saves me at least a few hours every week. Instead of rebuilding information from SharePoint, I can pull the contract report I need and keep the process moving.
— Carrie McClain, Procurement Specialist, Vitality Living

The result is a connected workflow from internal review through signature, active management, reporting, and renewal. Procurement keeps control of the contract record while leaders across the business can answer their own questions without starting another email chain.

About ContractSafe

ContractSafe covers the whole contract lifecycle, from intake and approvals to e-signature, deadline alerts and reminders, reporting and AI extraction, with the complete set on the Maximize plan. Custom intake forms feed templates that populate a first draft, comments with user tagging and approval sequences carry it through review, and ContractSafe eSign or the DocuSign integration collects signatures. Quick fixes happen with in-app editing, and bigger edits open in Word Online or desktop Word for changes and comments, then save back to ContractSafe as the updated version. Every plan includes unlimited users, onboarding and document migration with no implementation fee.

Rollout & Results:
600+ contracts, 65 users, and hours saved every week

"ContractSafe gives us the complete picture on our full contract lifecycle. Our contracts are current, active, and organized in one place, while alerts, permissions, review routing, and reporting help us manage the work around them."

- Carrie McClain, Procurement Specialist, Vitality Living

At least a few hours saved every week

McClain no longer rebuilds contract information from scattered drives and SharePoint sites. Search, alerts, routing, and reporting remove hours of manual work from a typical week.

600+ active contracts managed in one system

Vendor agreements across 35 communities now live in ContractSafe with a consistent record, clear ownership, and the data needed to manage them after signature.

Procurement sees renewals coming

Automated deadline alerts surface renewals and auto-renewals early enough for procurement to review terms and act before key dates arrive.

Role-based self-service for 65 users

Executive directors, regional VPs, legal, facilities, finance, and accounting can find the agreements their roles allow without giving up central control.

Review, signature, and reporting in one workflow

Contracts route through internal reviewers and signers, return as executed records, and feed on-demand reports without procurement rebuilding the history by hand.

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“We wanted something that was easy-to-use, that was the most important thing that we were looking for. We’ve chosen the right platform with ContractSafe and we’ve gotten a lot of compliments. Whenever you roll out any new program, you expect some constructive criticism but all we’ve gotten are kudos.”

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"ContractSafe has been a lifesaver to our company. We finally have a central location to store and keep track of our contracts. Uploading documents is a simple process and the search feature is a lifesaver. Everything is organized and easy to find, and the renewal reminders help us keep on top of any upcoming expiring contracts. Their customer support is excellent.