Contract Generation - Creating and Sending Contracts to Candidates

Once Packages have been created and Email Templates have been configured, you can offer a Contract to a Candidate in 2 ways:

1. Through the Offer Position Stage in Recruitment -  which pre-populates the Candidates details in the New Contract - Please see the article Progressing Applicants in Recruitment and Generating Contract

2. Through the Contract Generation tool directly, which creates New Contracts for existing employees and new employees

This article will detail the process for Creating Contracts through the Contract Generation Tool

1. Go to (National Level) Human Resources → Contract Generation → New Contract

 When you open the Contract page for the first time, you will see the message NOTE: There are no Contracts to display.

2. Click on New Contract

3. There are 7 steps of offering a Contract to a Candidate:

Step 1 - Create Contract

Step 2 - Candidate Details

Step 3 - Position Details

Step 4 - Contract Details

Step 5 - Review Contract

Step 6 - Sign Contract

Step 7 - Accept Contract

Step 1 - Create Contract

1. Select a Hiring Manager from the drop-down list to Manage this Candidate Contract. 

2. Select Candidate:

  • New Candidate - Not an existing Employee or in the Talent Pool in Recruitment
  • Existing Employee - Chooses an existing Employee for a new Contract

In this example, we are choosing an Existing Employee

Note: The option for Recruitment Applicant is greyed out, as this Candidate Source is only available from the Recruitment tool

3. Choose a Package from the list and Click Save

Step 2 - Candidate Details

1. In this example, the Candidate Source was from an Existing Employee, which populates the candidate fields automatically, however, you can change these fields as required.

 Note:  Fields marked with a red asterisk (*) are mandatory, all other fields in Contract Generation are used at the discretion of the Manager creating the Contract

2. Confirm the details are correct and Click Next

Step 3 - Position Details

1. Enter the Position Details for this Contract and choose the Line Manager for this Candidate

Tip: The Line Manager will be the Direct Manager of the Candidate and can be different to the Manager issuing the Contract.

In this example:

  • Doug Pearson is the Hiring Manager issuing the Contract (National Manager)
  • Rachel Warner is the Candidate being offered the Contract for the Position of 'Sales Manager - Full Time' (Area Manager)
  • Estelle Wise is the Line Manager Rachel will report to (National Manager)

2. Enter the Business Details that will appear on the Contract

3. Click Next

Step 4 - Contract Details

1. Enter the Applicable Contract Details for Employment and Salary

2. Click Next

Step 5 - Review Contract

1. Review the included Documents in this Contract Package by clicking on each Document, In the below example, there are 3 documents to review:

Tip: The fountain pen icons below in Pink can be customised to any colour, please contact our branding team at to have this changed, the default colour will be the same as badge notifications

2. Once you Click on the Document, a preview will pop up as below:

 Tip: You can also Download and Print the Document. Below is an example taken from a Google Chrome browser which shows the icons in the top right-hand corner

3. Close the Preview and Review the Welcome Email Message Content

Note: By default, the Welcome Email's content is pre-defined, however, if necessary, it can be altered to include additional information. Any changes made are not saved for future Contracts.

4. Enter an Alternate Email Address (if Required) 

Note: By default, the Welcome Email will be sent to the email address specified in the Candidate Details Step, which is used as the candidate's login username, and for the email communication with the candidate. However, an alternate email address can be provided in this field

5. Click Send

6. A confirmation message will pop up, Click Send to Send the Welcome Email as below:

Step 6 -  Sign Contract

The status will be updated to 'Pending Candidate Signature' and a confirmation message will appear confirming the package has been successfully sent to the candidates email address as below:

Manager Signs Contract

1. The Hiring Manager can now sign the Contract in the Signature field electronically as below:

2. The Hiring Manager can tick the Acknowledgment as below and ClickSign

3. Once the Contract Package is signed by the Hiring Manager, it automatically inserts the Manager Signature and the Date signed in all Manager Signature Sections in all Documents. 

Example below:

Candidate Signs and Accepts Contract

1. The Candidate can now Sign and Accept the Contract in the Candidate Portal and notification will be sent to the Hiring Manager to finalise the Contract. For information on how Candidates accept and review a Contract Please see the article - Contract Generation - Candidate Portal.

Note: the Status of the Contract is now set as 'Pending Candidate Signature'  as below and the Hiring Manager cannot Accept the Contract until the Candidate has logged into the Candidate Portal and Accepted the Contract

Contracts Page

2. You can no go back to the Contract page, highlighted in the tab below and a summary of the Contract details includes:

  1. Candidate - the Candidate being offered the Contract for the Position: 'Rachel Warner'
  2. Manager -The Platform Administrator issuing the Contract: 'Doug Pearson'
  3. Package - Package Name: 'Sales Manager - Full Time'
  4. Status - The status of the Contract: 'Pending Candidate Signature'
  5. Created Date - Date Contract Created: '7 March 2018'
  6. Started Date - Contract Start Date: '24 April 2018'
  7. Edit Icon - Opens the Contract details to Edit
  8. Delete - Deletes the Contract
  9. Resend - Re-sends the Welcome Email

Step 7 - Accept Contract

Manager Accepts Contract

Once the Candidate has accepted the Contract through Contract Generation - Candidate Portal, an email and badge notification will be sent to the Hiring Manager, and the Status will be updated on the Contract Page to 'Pending Acceptance'

Manager Email Notification Example:

Manager Badge Notification Example:


1. The Hiring Manager can now Accept the Contract by clickingAcceptto finalise the Contract.

2. Confirm you wish to Accept the Contract by Clicking Yes

3. The Status is now updated to 'Accepted' and no further changes can be made to this Contract.

Alternatively, If this contract was offered to a new employee, it will provide the option to Create a New Account directly from Contract Generation as below:

Note: This step will only appear for New Employees

Account Creation Example for a New Employee:


4. PDF copies of the Documents in the Contract Package are then sent to the Candidate and the Hiring Manager.

Hiring Manager Example:

Candidate Example:

5. A Copy of the Contract Package Documents are also saved in the accounts My Details Page highlighted below:

5. Under a new tab called Documents. The new/existing employee and World / National Level accounts can also see the Signed Date, Download and View the PDF Document

Should you require more information please get in touch with our Support Team via or contact your Relationship Manager for more information.


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