With the contract module in Planday, you can build or upload contracts directly in Planday and use data from the employee information to personalise the contracts. That way, you only need to create one contract per employee type, group or department and can send personal contracts to your new hires using merge fields function. This guide covers the following topics to create or upload a contract. Skip this step if you manage contracts outside Planday and wish to send an existing contract to an employee.

When you are ready to set up a contract template that you would like to create or upload, go to Settings > People > Contract Setup > Employee Contracts and press Create.

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Create a contract using Planday text editor

Start by giving a unique name to the contract. Choose which employee groups can have this contract applied and set a category for this contract (optional).

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Type

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The Insert text function allows you to type the content of your contract directly into the text editor. You can use the text editor to stylize your contract and use employee data from your portal to fill in certain fields.

The Import Document function allows you to upload an existing Microsoft Word document with the correct layout according to your company’s layout and use employee data from your portal to fill in certain fields.

Merge Fields

No matter the type of contract you choose to create, you can automatically merge each employee's information into the contract using merge fields.

You can find a list of available merge fields in the section below the text box with example data associated with the employee. See this detailed document on merge fields with a description of each value and their equivalent Danish values in case your portal was set up in another language.

Note that the merge fields, if entered into Planday’s editor, should be spelled the same as they are in your portal. Be sure to use < > if using Planday text editor or remove < > if using Word to compose your contract. Any custom data fields that you may have created, such as visa information, COVID compliance, will have a custom_ prefix to them and can be used in the contract.

💡 If you are missing a merge field, first create a new field for the employee information page by going to Settings > People > Employee form Setup. Once you have created a new field, it will appear on the employee's profile. Then enter a value in this field before you can use the merge field.

Upload file

Logo (This option only appears if selecting the Insert text function)

If you have chosen to compose your text in the Planday text editor, you can import a company logo and embed it into the digital contract with the option to position it.
(This feature currently is being upgraded and may have some technical issues. As an alternate, you can compose your contract in Microsoft Word allowing you to embed your logo in the *.doc file instead.)

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Document (This option only appears if selecting Import document function)
This allows you to upload an existing *.doc document with your own layout and text. We recommend the file to be in Word format so you can make use of merge fields and thus get the most out of the contract module in Planday. See the full list of predefined merge fields here.

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Generate test contract

If you would like to see how the contract looks, you can always preview it by generating a test contract. This test contract fetches data from your profile and shows you what the contract may look like for the employee using your information.


Import your own document using merge fields in Word

If you want to include information from Planday in your self-managed contracts, such as employee information and company information, then you must choose Import document for Type. This lets you import your company’s contract into Planday and customise it for your employee.

⚠️ Note The following examples use Microsoft Word for macOS and these steps may be slightly different in other versions of Word or on Windows.

To add Planday information into your external contract, open your contract in Word and create a new merge field. You can do that by going to the Insert menu and pressing the Insert a Field button or by going to the menu bar in Word > Insert > Field.

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Inside All categories, look for MergeField from the list and select it (you can press “m” twice after selecting All to quickly jump to the MergeFrield). You can now enter the name of the field you wish to merge with employee’s data with its corresponding value from Planday. Be sure not to include < or > in your value.

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To add more merge fields, simply copy and paste an existing merge field and then rename it according to the following instructions (or see the animation below):

  • Double-click / right-click on the object and select Toggle Field Codes. Here you can name the new field accordingly before updating (double-click / right-click on the object and select Update field).

  • It is recommended that you copy the merge field from Planday and paste it into Word instead of entering it manually to minimize errors.

  • Remember to save. After this, the field will appear in the contract template in Word and you can upload the contract file in Planday.

Once all the desired merge fields have been created and the contract template has been uploaded to the system, you are ready to send it off to your employees. Read more about how to do it in the next step Create and send an employee contract.


Still have questions? Reach out to our support team via chat if you need help regarding setting up contract templates.

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