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.
To select the contract being sent during onboarding:
Ensure contract templates have been created in the account
Navigate to the onboarding page through Workforce > Employee Onboarding > Onboard New Staff
Enter any relevant information for your new employee
Click the Contracts menu and select the contracts to be sent
To review the contract(s) being sent:
Click 'Continue' to navigate to the 'Finalize Contracts' section during onboarding
Scroll down to the 'Review Contracts' section
Confirm that all automatically populated information is correct.
Enter details for any dynamic fields that were not automatically filled.
Note: As you fill in dynamic fields, the contract preview will update to reflect the information. A green notification will confirm when all dynamic fields have been completed.
Once all contracts are finalized, proceed with the "Review" button.
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.
Edit Current Pay Conditions for a Contract Change
To edit current pay conditions for a contract change:
Go to Workforce > Staff and find the relevant employee's profile.
Switch to the Pay Conditions tab.
Select Edit Current Pay Conditions.
Make necessary changes and select the box to notify the employee.
Select the contract(s) to be sent and click Review Contracts. Review and enter any missing details for dynamic fields that were not automatically populated.
Note: Dynamic fields cannot be edited in the Default Pay Condition Change Agreement.
Click Finish to finalize all contracts.
Review the updates and click Confirm and Apply.
After successfully applying the pay conditions, view the changes under Upcoming Pay Conditions on the employee's profile.
Schedule a Contract Change
To schedule a contract change:
Go to Workforce > Staff and find the relevant employee's profile.
Switch to the Pay Conditions tab.
Select Schedule Change and choose the effective date.
Make necessary changes and select the box to notify the employee.
Select the contract(s) to be sent and click Review Contracts. Review and enter any missing details for dynamic fields that were not automatically populated.
Note: Dynamic fields cannot be edited in the Default Pay Condition Change Agreement.
Click Finish to finalize all contracts.
Review the updates and click Confirm and Apply.
After successfully scheduling the pay conditions change, view the scheduled change under Upcoming Pay Conditions on the employee's profile.
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.
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:
Additionally, you can view the status of contracts sent during onboarding for a specific employee by clicking the HR link on their profile and selecting the Contracts & Docs Hub.