🔓 Access level in Planday: Administrator, HR manager
🌐 Subscription plan: Plus, Pro
⏱️ Reading time: 3 min
✅ Required steps: How to create a contract template
ℹ️ Important read: Contracts and Documents - FAQs and troubleshooting
Before you start
We recommend setting up contract templates first. Templates allow you to:
Standardise content for different type of employees and reuse
Automatically pull employee data from Planday
Save time when creating multiple contracts
Go to Planday web > Settings > People > Contract setup
Create a contract
Once your template is ready, you can create a contract in two ways:
Option 1: From the Contracts overview page
Go to Planday web > People > Contracts > Create contract
Option 2: From an employee's profile
Go to Planday web > People > Employees > Select employee > Edit > Documents tab > Create (under Contracts section)
Note: The Documents tab is hidden when you create a contract for staff at your access level, such as an admin for another admin.
Fill in contract details
No matter how you start, you’ll reach the Create contract page.
Select the employee’s primary Employee group
Choose a contract template
Set the contract start date
Select a contact person (e.g. HR manager or a direct manager)
Click Next
Depending on your setup, you’ll see:
A blank editor
A pre-filled template
An uploaded document with merge fields
Make any necessary edits, then click Save.
You can also download the contract as a PDF for your records.
Choose how a contract will be signed
After saving, you’ll see two signing options: manual or electronic.
Manually
Print and sign on paper, or
Upload an already signed copy
Add comments if needed
Electronically
Send the contract for digital signing via Planday. If you choose this option, you must:
Sign the contract yourself first (as employer)
Decide employee access before signing:
Yes - Employee can access Planday (and the app) before signing
No - Employee must sign the contract before accessing Planday or being able to punch in for shifts.
Click Sign and send to employee
Track contract status
Once sent:
The contract appears under People > Contracts > Awaiting action
You can track the status of contracts here and see if they are awaiting action or signed.
It will then move to Signed contracts
Upload an existing external contract
If a contract was created outside Planday, you have the option to upload and attach it to an employee's profile.
Go to: People > Employees > Edit employee > Documents
Upload the signed file to attach it to the employee's profile.
Read more about uploading files and documents.
Set up reminders and notifications
Avoid chasing signatures by enabling automatic reminders to let relevant managers follow up.
Go to Planday web > Settings > Your organisation > Notifications
You can:
Add expiration reminders for contracts that either have an expiry date or have remained unsigned for a specified (modifiable) number of days.
Send a reminder to Supervisor after a set number of days if they fail to sign a contract.
Or select from a list a specific person, such an an HR manager or Admin.
Notify a supervisor or an HR manager when contracts are signed.
ℹ️ Need more help?
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