Contracts and Documents Hub

Access all documents and contracts in one central part of Workforce.com

Updated over a week ago

Find and manage all contracts and documents in one place with the Contracts and Documents Hub.

What's covered in this guide?

Access the Contracts and Documents Hub

Find the Hub under the Workforce tab of your account. Clicking the Sent Contracts link on an employee profile will also take you to the Contracts and Documents Hub.


Contract Templates

Contract Templates save you time getting new employees started or updating pay conditions for existing staff, such as regular hours of work or employment type.

Information from employee profiles is used to automatically populate fields of a contract to then be sent through Employee Onboarding or through the Workforce.com mobile app.

The Contract Templates tab includes:

  • A list of existing contract templates

  • The number of contracts that are pending acceptance or have been signed

  • When the template was last updated

  • Buttons to delete, duplicate, or edit the templates

  • Additional links to the contract version history and signing status of the contracts

Use the + New Template button to create a new contract template. Learn more in the Create a Contract Template guide.


Documents

The Documents tab allows you to upload PDF files up to 5MB in size to then send to new staff or existing employees when necessary. These documents can then be acknowledged through Employee Onboarding or the Workforce.com mobile app.

Use the Documents feature for resources like uniform policies, role responsibilities, and other workplace resources.

The Documents tab includes:

  • A list of existing documents

  • When the documents were created

  • Buttons to delete, send, or view the documents

Use the + Add Document button to upload a new document.

The Document Bundles tab on the same page includes:

  • A list of existing bundles

  • Which documents are included in the bundle

  • Buttons to delete, send, edit, or view the bundle

Use the + Create Document Bundle button to add a new document bundle. Learn more in the Documents and Document Bundles guide.


Sent Contracts

The Sent Contracts tab shows a list of contracts that have been sent either through Employee Onboarding or contract changes.

These contracts can be filtered by:

  • Specific contracts

  • Acceptance status

  • Specific employees

  • Default payroll teams

  • Locations of the default payroll team

  • Award tags

  • Permission roles

  • Active qualifications

Date ranges for when the contract was sent or signed can also be applied. Learn more in the Send Contracts guide.


Sent Documents

The Sent Documents tab shows a list of documents that have been sent either through Employee Onboarding or when required both individually or in bundles.

This list can be filtered by:

  • Specific documents

  • Acceptance status

  • Specific employees

  • Default payroll teams

  • Locations of the default payroll team

  • Award tags

  • Permission roles

  • Active qualifications

Date ranges for when a document was sent can also be applied. Learn more about sending documents in the Send a Document guide.

Withdraw Documents

If a document has not been signed, it can be withdrawn. This will remove the contract from the employee's pending contract tab in their app.

This can be used when a contract is no longer relevant due to contract negotiations or if a contract is sent incorrectly.

There are 2 ways to withdraw a document.

The first way is within Contracts & Documents > Sent Contracts:

The second way is through updating an existing employment contract within the Pay Conditions & Regular Hours tab of an employee profile.

Go to All Employment Contracts > View > Make a change. You will see an orange notification letting you know that you are withdrawing an pending contracts (and which ones). Attempting to update an existing employment contract with pending contracts will require you to send a new user contract to replace the one that will be withdrawn.

If a user has a signed contract associated to the employment contract you will be directed to create a new contract as the contract that has been signed can no longer be withdrawn.

What will staff see?

Should you choose to notify staff of the change, staff will receive an email letting them know the contract has been withdraw:

Admins and managers with access will still be able to view withdrawn contracts within the Sent Contracts and Sent Documents pages.

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