An introduction to Contract Templates

This article will provide you with an introduction to creating employment contracts.

Introduction

Our Document Template software works with the ATS and can be used alongside our onboarding software too.

There are 3 different types of document templates:

1. Contract
   For creating offer letters and contracts of employment.
2. Policy
   For creating and storing policies.
3. Snippets
   Allows you to create individual snippets of text so you can vary the terms of a contract as & when needed.

Once you are ready to offer a job to your chosen candidate, you can send a contract of employment directly from the ATS. 

There are 2 ways to generate a contract:

1. Generate Contract
   Allows you to create, preview and send a contract.  The candidate will not automatically move to the offered stage.
2. Generate Contract (extended process)
   Allows you to create, preview and send a contract, you can also attach onboarding workflows (if you use our onboarding software).  This process also integrates with DocuSign, which allows the candidate to electronically sign the contract.

You will discuss which contract generation method will be most appropriate for your organsiation during the implementation stage of the software.

The contract template creation, generation and management is all kept in one secure location, helping you to make the whole recruitment cycle seamless and efficient.

Accessing document templates

To create a contract template you will need to have the relevant user access permissions.

For example, a super user, may see all areas of the ATS and be able to carry out any action.   

A Hiring Manager, however, may only see specific jobs and carry out minimal actions.

Refer to your internal process to check your access permissions.

Content preparation

To create a contract template you will need to think about the content that you would like to include so that you can prepare it in advance.

If your employment contract is already set up in a Word or Google document you can copy text straight from the existing document into the document template. 

You may also want to consider the following:

• Adding a header such as your company logo.
• Adding images.
• Adding a link.

If you need to, you may create more than one contract template, however, you will have the option to create document variables and document snippets which allow you to create text to modify the terms of the contract once you are generating it.

For example:

You are making 2 offers of employment, Candidate 1 is entitled to a company car and Candidate 2 is not. 

A document snippet would allow you to modify the contract so that you could choose to include information about the company car benefit for Candidate 1 but leave the snippet out for Candidate 2.

How to find Contract Templates

• Login to the ATS.
• Select Jobs from the top navigation bar.
• Scroll down the menu and select Document Templates.

You will be presented with the Document Template page.

Document template navigation

Filters - Template Types

1. Contract
   By default you will land on this tab.
2. Policy
   This can be used for storing policies relating to onboarding.  However, there is a policy section within the onboarding software for you to use.
3. Snippet
   You will need to select the tab to access the page.
4. Owner - Mine Only
   Allows you to filter the template view on the right-hand side of the screen to only show templates you have created.

Contract

From this page you can carry out the follow actions.

• Add a new contract
  Select the ' + ' button to create a contract template.
• View existing contract templates
  Once a template has been created, they will be listed on this page.

In the image below from left to right:

• Permanent Full Time
  This is the name that has been given to the template.
• Template Owner
  Shown below the template title.
• Variables
  Shows the number of variables being used in the template, variables are used to personalise the contract when its generated.
• Pencil icon
  If selected, allows you to edit the template.
• Eye icon
  If selected, allows you to preview the template.
• Copy icon
  If selected allows you to make a copy of the template.
• Dustbin/trash can icon
  If selected allows you to delete the template.