Before you can start assigning a contract to an employee, consider setting up contract templates. This allows you to set up a template of how your contracts can be applied to multiple users using information from their Planday profile with your company’s standard contract rules. Set Contract templates by going to Settings > People > Contract setup
Once there is at least one contract ready, you can proceed to create and send a personal contract to an individual employee. This can be done in two ways:
Create a Contract from the Contracts overview screen
You can create a contract from the contract overview screen by going to People > Contracts > Create contract.
Create a Contract by editing an individual employee
You can also create a contract for an employee from the employee edit screen by going to People > Employees > press the employee name > Edit > scroll to the Documents tab and press Create under the contract section.
Regardless of the path you took to get to the create button, you will reach the Create contract screen.
Select the employee’s primary employee group so that the salary information can be merged with the contract.
Select a contract template that you may have created.
Select the contract start date and a contact person, who may be yourself, HR, or a team leader.
On the next screen, you will see, depending on your selection of contract:
A blank text editor to compose your contract.
A filled-in contract template that you selected from the previous step that you can further edit if you need.
An attached uploaded document with merge fields that you may have selected while creating your contract.
If you are satisfied with the content of the contract press Save. You also have the option to download this contract as a PDF file for safekeeping.
The next step highlights the employee that needs to sign the document, the date this document was created, expiry date (if applicable), status and 2 signing options:
Manually: Select this option if the document needs to be signed on paper (printed out) or has already been signed and a copy should be uploaded, for safekeeping with the option to leave comments.
Electronically: Select this option if you want the employee to sign the document electronically, through Planday.
If you choose "Electronically", you have to complete one more step before sending the document to your employee, for their signature.
The document must be first signed by you, as the employer.
Secondly, a decision should be made regarding access to the Planday platform (and the App) for that employee:
Yes means your employee would be able to access Planday whether they sign the document or not. You can set reminders to notify employees to sign the contract later.
No means that when an employee opens Planday through the app, they will be notified that they have a document to sign and they will need to do so to be able to use Planday. Select No if you would like your employees to be made aware automatically when they open their Planday app that they have documents to sign.
Then simply select "Sign and send to employee".
The contract will now be sent to the employee and you can see it on your Contract overview under People > Contracts under Awaiting action section.
You will be notified as soon as the employee has signed the document and then it will be under Signed contracts section.
💡 If you have an already signed contract, created outside of Planday, you can import this on the employee's profile under Employees > edit employee > Documents also. See more about uploading files and documents here.
Contract notifications and reminders
To avoid chasing your employees for contract signatures you can enable notifications and reminders that can be sent automatically. Contract notifications allow you to send an SMS and/or Planday message to specified employees when they receive a new contract that needs to be signed, and Contract reminders will send a notification when they have failed to sign their contracts after a set time period.
To set up either of these features go to Settings > Portal Settings > Notifications.
You can also add a reminder for contract expiration, in case the created contract has had an expiration date.
Still have questions? Reach out to our support team via chat if you need help setting up contracts.
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