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Recruit/Onboard

Last Update 2 months ago

Onboarding Employees Define Onboarding Steps Employee Contracts Contract Placeholder Fields Importing Contract Templates

Employee Contracts

Overview

  • Enter your employment contracts as templates
  • Personalise contracts using placeholder fields
  • Send contracts to new and existing employees via email
  • Employee/Applicants can sign electronically
  • The signed contract is stored under the employee's profile

Permissions

HQ Profile

Staff❌ No
Admin With HR permission
Full Admin ✅ Yes

HR Profile (Linking & Permission)

Staff☑️ Limited to viewing their own contracts
Can View Staff Contracts☑️ Limited to specific locations or direct reports
Admin ✅ Yes

Contract Templates

💡 If you don't have any contract templates, use the Contract Template Builder (Business.gov.au)

Adding Templates

To add a new template:
  1. Go to 💻 Hr/Payroll > Employee Contracts 
  2. Enter the Contract Title and Description
  3. Tick 'Requires Employee Signature' (optional)
  4. Use the rich text editor to enter the contract body/content
    • You can also copy and paste text from a Google Document
  5. Click Save as Draft or Publish.

Placeholder Tags

Placeholder tags can be used in your contract templates for text that you need to customise for each person. This can be details like {{employee name}}, {{employment hours}}, {{position title}}, {{hourly rate}}, etc.
  • You can enter as many placeholder tags as needed and reuse the same tag in multiple locations within your template to streamline the creation process.
  • You can use any text for custom placeholder fields, but you will need to enter the replacement text for each creation.
  • When using specific placeholder fields, the system automatically fills them with information when it exists for the selected employee.
  • Here is a list of system Placeholder Fields.

Creating Contracts

Once your template has been published, click the Create button to generate a contract for an onboarding applicant or existing employee.

  1. Click Create (under the contract template you would like to use)
  2. Select the staff (either from current staff or onboarding staff)
  3. Enter Contract Expiry date (if any)
  4. Fill in the Placeholder Fields
  5. Click Create Contract for Employee

➜ Click here for instructions on importing contracts

Sending Contracts

Once your Contract is generated, it will take you to the list of generated contracts.

  1. Scroll to the bottom of the list
  2. Open the Action menu
  3. Click Send Contract

 If you need to return to this list later:

  1. Go to 💻 HR/Payroll > Manage Staff
  2. Open the menu (3 dots) in the top right corner of your staff list
  3. Click Staff Contracts

Contract Actions:

  • Send Contract (only if unsigned)
  • View Contract
  • Edit Contract (only if unsigned)
  • Delete Contract (only if unsigned)

Contract Details:

  • Number of times opened/viewed
  • Date sent
  • Contract Date (created)
  • Expiry Date (if any)
  • Status (signed/unsigned)

Workflow

Once a contract is signed:
  • An email will be sent to the Onboarding address (in Settings).
  • The signed contract will be automatically added to the employee's profile.

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