intelliHR's Contract Offer Making feature provides the ability to create contract templates to be issued and signed within the platform. The Contracts area of the platform can be used to create and issue new employment contracts, changes in role, or other variations that may be required. This article will explain how to issue a contract for signing once the relevant template has been created in the platform.
Note: this is the first iteration of our Contract Offer Making feature. Feedback is welcome and can be submitted in platform via the left-hand menu (Help >> Product Feedback).
This article covers:
- How to Issue a Contract from a Template
- Contract Settings
- Assigning Contract Signers
- Editing your Contract
- Reviewing and Sending your Contract
How to Issue a Contract
Contract Settings
1. Navigate to Organisation >> Contracts
2. Click Issue Contract
3. You will then be prompted to configure the Contract Settings. The following details are customizable:
- Subject: The person of which the contract is about. For example, a new starter who is receiving the employment contract to sign.
- Contract Template: Choose the relevant contract template from your template list. For example, a change in role contract.
- Effective Date: The date from which the contract terms take effect.
4. Click Next: Assign Signers
Assigning Contract Signers
Once you have determined the Subject, Template, and Effective Date of your contract, you are able to choose who will receive the contract for signature.
1. The subject is automatically included as a signer of the contract and is pre-filled as the last signer. The subject must be included as one of the signers.
2. Choose the Signing Order Method.
This will determine if the contract gets sent to all signers at once, or if it will send out one at a time. If it gets sent out one at a time, the order is determined from top to bottom (signer 1 first, followed by signer 2, etc.)
Each successive signer will only get the contract sent to them once the previous person has signed.
3. Select the Signers that have the type 'Resolve at Issuing Contract' these are signers that the contract template has not dynamically assigned because the template specifies this will be defined at this point in the issuing of the contract. Select Resolve next to any Missing Signer as seen in the screenshot below.
4. You also have the option to select people to receive a completed contract copy once it has been signed by all parties by selecting Add Viewer.
5. Click Next: Contract
Editing your Contract
After assigning your signers, you have the option to make any required changes to the contract.
Any merge field included in the contract template will be auto-filled and display the value that will be input in the contract. If any information is incorrect or changes need to be made select Edit next to the value you wish to change.
If you need to make direct changes to the contract content such as changes to specific text in the contract not related to the merge fields select Swap to manual mode to make direct changes.
3. Click Next: Review
Reviewing and Sending your Contract
Once you have finished making any changes to the contract, you'll be ready to review and send.
1. Review the Subject and Effective Date.
2. Review the Signers that will receive the contract for signature.
3. Click View Contract Preview to view how the final contract will appear for the signers.
4. If you spot any errors that need fixing you can click the back button to return to the Edit Contract page. Make sure to review the contract carefully, as you will not be able to amend it after clicking send.
5. Once you are happy with the final contract, click Send Contract. This will send an email to the primary email address of each of the signers requesting them to review and sign the contract.