This article explains how contracts work in Humanforce HR, including signing rules, access permissions, notifications, and where signed contracts are stored.
Signing and signers
Number of signers
You can assign up to four signers to a single contract.
Signing without a Humanforce login
Signers do not need a Humanforce HR account to sign a contract.
When a contract is issued, each signer receives an email with a secure, time-limited access link. This link allows them to review and sign the contract without logging in.
The link remains valid for 30 days from the date the contract is issued. After this period, the signer must log in to Humanforce HR to review and sign the contract.
If the link has expired and the signer does not have a user account, you can send a new signing link:
Open the contract.
Find the relevant signer.
Click the action menu (⋯).
Select Resend Email.
This sends a new signing link to the signer.
Editing issued contracts
Contracts cannot be edited after they have been issued, even if not all parties have signed. This ensures the integrity of legally binding agreements.
To make changes to a contract that has already been issued:
Reject the contract (a signer or a System Administrator can do this).
Issue a new version of the contract for signature.
Resending a contract email
If a signer did not receive the original request, you can resend the contract email.
Go to Engagement > Email Log.
Search using the signer’s email address or the contract name.
Open the action menu (⋯).
Click Resend.
The contract email is sent again to the selected recipient.
Tracking contract status
Checking whether a contract is fully signed
To confirm whether all parties have signed:
Go to Organisation > Contracts.
Locate the contract by searching for the subject, job, contract or template name.
Contracts that have not been fully signed will appear on the Pending tab. Contracts that have been fully signed will appear on the Completed tab.
When all signers have completed the contract, the status indicator in the signatures column turns green.
To see individual signer progress, click the contract name to view the signing status for each participant.
Viewing signed contracts
Signed contracts are stored in the following locations:
The Contracts tab on the subject employee’s profile.
Organisation > Contracts > Completed.
Signers and viewers can also access the signed contract from their own profile or from the profile of the employee the contract relates to (if they were included in the contract).
Sharing signed contracts with non-signers
When issuing a contract, you can add a Viewer. Viewers receive a copy of the completed contract but are not required to sign.
Access permissions
Why you may only see contracts on your own profile
By default, the Contracts tab is visible only on your own profile. You will also see contracts where you were added as a signer or viewer.
To view contracts for other employees, one of the following permissions is required:
people.contracts.view#subordinates
people.contracts.view#all
contracts.manage
people.contracts.manage#subordinates
Your system administrator can update these permissions if required.
Downloading signed contracts
Signed contracts can be downloaded from either location:
The Contracts tab on the subject employee’s profile.
The Contracts overview page.
Open the contract and select Print > Print as PDF to download the contract file to store or share it externally if needed.
Notifications
Humanforce sends notifications to keep participants informed during the signing process.
Signature request
Sent to all signers when the contract is issued.
Contract completed
Sent to all signers and viewers once every required signature has been collected.
Contract rejected
Notifications depend on the signing order configured:
Signing allowed in any order: all recipients are notified.
Sequential signing: only previous signers are notified when a rejection occurs.
Additional information
Humanforce HR is highly configurable, so you may not have the permissions required to view or manage contracts. Contact your system administrator if you cannot access the Contracts area.
Contract emails are sent through the Engagement email system and can be tracked in the Email Log. Contract links cannot be opened or viewed from the Email Log to ensure only the intended signer is able to sign the contract.
Users with limited permissions may not be able to view or manage contracts for other employees. Contact your administrator if access is required.