Send new starters or existing employees contracts to sign off when onboarding or changes are made to their employment conditions.
To follow the steps in this guide, ensure contract templates have been created. Learn more in the Create a Contract Template guide.
What's covered in this guide?
Send contracts during onboarding
Contracts can be sent during the onboarding process for new starters to approve before they start.
The additional setting Signed Contract Required Before Onboarding can prevent staff from entering their details in the onboarding form until they've accepted the contract. Enable this through Settings > Feature Management.
Selecting contracts
To select the contract being sent:
Ensure contract templates have been created in the account
Navigate to the onboarding page through Workforce > Staff
Enter any relevant information for your new employee
Click the Attach Contracts menu and click the contracts to be sent
Once the selections have been made, you'll need to review them before sending.
Review contracts
When contracts are being sent, they'll need to be reviewed to ensure the correct information has been populated.
To review a contract:
Click the Review Contracts button
Confirm automatically populated information is correct
Enter details for any dynamic fields that weren't automatically populated
Click the Save button once all fields have been entered, and Finish once all contracts have been finalized
As dynamic fields are entered, the contract preview will be updated to reflect the information. Any dynamic fields that are greyed out cannot be edited, as they have been automatically populated based on the information entered in the onboarding form.
Once the contract has been reviewed, the onboarding invitation can be sent to the new employee.
View the status of an onboarding contract
Use the Onboarding History tab under Workforce > Employee Onboarding to check the progress of the contract.
The onboarding status will appear as either:
Invitation Sent - the onboarding invitation has been sent, but the employee hasn't signed any contracts or completed onboarding
Contracts Signed - the employee has started onboarding and signed the contract, but hasn't completed onboarding yet
Onboarding Completed - the employee has completed onboarding and any contracts sent have been signed
The status of sent contracts can also be viewed in the Contracts & Documents hub under the Sent Contracts tab:
Send contracts when changing employment conditions
Changes to an employee's pay or working conditions may require them to accept and sign off on the changes through a contract.
Schedule these changes and send a contract to an employee, all in one spot with the Contract Changes feature. Learn more about this feature in the full guide, Schedule changes to employee's pay using Contract Changes.
Schedule changes and select contracts
To schedule a contract change for an employee:
Find the relevant employee's profile under Workforce > Staff
Switch to the Pay Conditions & Regular Hours tab on their profile
Enter a name for the change, start date, and end date if necessary
Click the Make a Change button
Make any relevant changes to the employee's conditions
Select Yes to the Would you like to notify (employee name) about this change question
Select the contract to be sent in the menu that appears
A Default Pay Condition Change Agreement is available to send to staff, or a custom contract can be created. Learn how to create a custom contract in the Create a Contract Template help guide.
Once selected, the contract will need to be reviewed before sending to the employee.
Review contracts
When contracts are being sent for contract changes, they'll also need to be reviewed to ensure the correct information has been populated.
To review a contract:
Fill out the details on the Contract Changes tab and select the contract (see Schedule changes and select contracts)
Click the Pay Conditions & Regular Hours button
Confirm automatically populated information is correct
Enter details for any dynamic fields that weren't automatically populated
Click the Save button once all fields have been entered, and Finish once all contracts have been finalized
Click the Save Changes button on the Contract Changes menu to send the contract to employees
As dynamic fields are entered, the contract preview will be updated to reflect the information. Any dynamic fields that are greyed out cannot be edited, as they have been automatically populated based on the information entered in the contract changes fields.
Note: No dynamic fields can be edited in the Default Pay Condition Change Agreement.
View the status of changed condition contracts
Check on the signing status of changed condition contracts in the Contracts & Documents hub.
Under the Sent Contracts tab, filter the results to the relevant employee to quickly find the relevant contract, and check whether it has been signed under the Status column:
