How to create contract templates, allocate them to employees, sign them and view data on who has/hasn't signed their contracts.

Matt Taylor avatar
Written by Matt Taylor
Updated over a week ago

This article will give you an insight into the following:

An Overview of Contracts on Opsyte πŸ“

Opsyte's Contracts function allows you to create contract templates, which you can then personalise and allocate to employees at the click of a button! The Contracts function is part of our Staff module, and you will need the Contracts permission to be able to create and allocate contracts.

How to Create Contract Templates πŸŽ‰

To begin, navigate your way to Contracts in the Staff section of the portal.

You will then be presented with an overview of any current contracts that exist in your company, this will show if they have been signed by either the employee or manager. To create a new contract template, click the Edit Employment Contract Templates button at the top right of the page.

This will take you to a list of pre-existing contract templates - if your company already has some - to create a new contract click Create New Template button.

This will bring up the page below, where you will be asked to enter the contract template name and the contract text.

You can use our Autofill Placeholders to save you time when allocating contracts to employees. Simply copy and paste the placeholder from the list, and insert it in the place in your contract where you'd like that information auto-filled.

For example:

This contract is between:

  1. The Employer, {{company.Name}}

  2. The Employee, {{user.Firstname}} {{user.Surname}}.

You will be employed as {{employee.JobRole}} and your employment will begin on {{employee.StartDate}}.

When you allocate a contract to an employee, the placeholders will be auto filled with information from their personal profile in Opsyte. Don't worry, once you allocate a Contract to an employee you will still have a chance to view and edit the information at that point, before it is finally submitted.

Finally, before creating the contract template you will need to decide if the contract template you have designed is specific to the site you are in, or if it should be available company wide. You can choose this by selecting the toggle shown below.

How to Allocate Contracts to Employees πŸ‘©β€πŸ³

Now you have created your contract templates, you can allocate them to employees in the Contracts page. To navigate to the Contracts page, click on the Staff section in the sidebar, then click on Contracts.

On this page, you will see a button that says Staff Without Contracts, pictured below.

Click on this button, and you will be taken to a list of employees that haven't yet had Employment Contracts allocated. You will also be able to see a list of staff Without Employee Signed Contract and Without Manager Signed Contract.

To allocate a contract to an employee, click on the Create Contract button next to the employees name.

You will then be able to select the appropriate contract from the drop down list, once you have selected your contract click Create.

You will now be able to view and make any final edits to your employment contract before sending it to the employee. Make any edits necessary, then click Save and Send.

The employee will not receive this contract for signing until you press Save and send. If you wish to still make changes before sending to the employee you can Save as Draft.

You have now sent the contract to the employee to sign and will be taken back to the Contracts Overview page.

How to Edit and Delete Employee Contracts πŸ“

When a contract is unsigned, you will be able to edit and delete employee contracts if you need to make changes / revisions.

To edit or delete unsigned employee contracts, you will need to visit the main Contracts page. Once in this page, you will see a list of all allocated employee contracts with a view/edit button on the right hand side - as pictured below.

By clicking on View/Edit button for an unsigned contract, you will be able to open the employee contract and make further changes. Once done, click the green save button to save your changes.

You can also delete contracts in this window by clicking the red delete button at the bottom of the page.

How to Sign Contracts as an Employee 🀡

Employees can view and sign their contracts by visiting the Contracts section of their profile. To get to your profile, click on the human icon at the top right corner.

Once in the Contracts section of the profile, click Sign/View Contract.

You will then be shown your contract. To sign your contract, click Sign Contract. It will be date and time stamped, as well as stamped with the IP address you used to sign it.

How to Sign Contracts as a Manager πŸ–‹

As a manager, you will need to sign your employee's contracts. To do this, navigate your way to the Contracts page in the side bar - click Staff, then Contracts.

One of the buttons you see at the top of this page will say Contracts needing to be signed by Manager, you should click on this.

You will then need to click Sign Contract next to the employee's name who's contract you wish to sign, this will take you to the signing page.

Finally, press Sign Contract.

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