Document templates and E-sign - Offer and Employment Contracts

Modified on Thu, 21 Aug at 3:22 PM

What are Document Templates, and What is E-Sign?

Document templates are used to send offers of employment and employment contracts to candidates. This feature allows you to create branded documents containing shortcodes that enable you to send personalised documents to multiple candidates simultaneously.

Documents containing variable information (such as names, job titles, and shift patterns), will be populated with the correct information without the need to manually create documents for each candidate, role, shift pattern, location, and more! You can also choose whether or not to enable digital signing on your documents.

How Does it Work?

We have broken down document templates into five easy steps. Simply add your company e-signers, create your documents, trigger the document to be sent to a candidate, add custom information to the document, send, and sign!

Check out the step-by-step process or skip to a specific step using the menu below.

Adding and Editing E-signees
Creating Documents
Triggering a Document to Send Via Automation and Manually
Choosing Your Custom Options and Sending Your Documents
Signing Documents

Adding and Editing E-signees

If you would like to send Offer of Employment or Employment Contracts to be signed digitally, you will first need to add e-signees to sign the document on behalf of the company.

Navigate to Settings>Company>E-Signers and choose Add Signer.

Next, enter the Signee’s details and click Add.

You will then be sent to the main E-signee page, where you can view and edit your e-signees.

To edit your e-signees, click the pencil icon in the Actions column and click Save Changes to update the signee.

Creating Documents

Now it’s time to create your documents. Documents are created by selecting an existing offer or employment contract document from your device and editing it to include shortcodes and digital signing capabilities.

Start by clicking Settings>Templates>Documents.
Click Add Document and select a Word document from your device.

Give your document a name and choose whether it is an Offer Document or an Employment Agreement.
Click Proceed.

The uploaded document will open in the editor, allowing you to edit the text and formatting and add shortcodes and a custom header and footer.

Headers and Footers

To add a Header and Footer, click on the switch shown below to enable/disable each option.

You will see a panel on the right-hand side offering a range of options to create a header and/or footer to align with your brand. Options include alignment, adding text, and adding an image.

Standard & Customer Fields

Customise the document using standard and custom fields (shortcodes). The Standard Fields section includes pre-defined shortcodes that are commonly required, such as Job Title, Candidate Name, etc., while the Custom Fields section contains shortcodes created by your users to allow you to include specific information not covered by the standard shortcodes, such as shift patterns, pay days, etc.
To create a new custom field, click +Add Field in the Custom Fields section.

Fill in the Name and Data Type fields, e.g. text, number, or date. This information will be added to the document in the Offers and Agreements section before triggering the document to send. If you would like to add a selection of options to choose from when populating this information, click the tick box under the Type section and add the options.
Click Save to create the shortcode.

Add the shortcodes to your document by clicking the place in the text that you would like to add the shortcode and then clicking the plus icon next to your chosen shortcode.

E-Sign

Allow company users and candidates to sign documents digitally with the E-sign section.

Start by clicking the Configure E-Sign dropdown and choose Candidate or Company Signer to start the configuration process.

Note: If using e-sign, both Company Signer and Candidate options must be added to the document.

Next, place the Signature field into the document; you can also add date and text box fields to allow company signers and candidates to date and print their name alongside a signature.

By using the E-Sign options, your document can be set up to be signed digitally and can be added as an automation to a stage in your job workflow rather than having to send the document manually.

Note: If you choose not to use e-sign, candidates and e-signers must print, manually sign, and scan the document, and the document can't be sent via automation.

When you are done with the document creation process, click Save.
You will then be sent to the main Documents section, where you can view, edit, and delete documents using the options in the Actions column.

Triggering a Document to Send Via Automation & Manually

Now that you have created your documents, it’s time to add e-sign-enabled documents as an automation to your jobs.

Note: Remember, automation only works with e-sign-enabled documents, and if you want to use documents that aren't enabled to be signed digitally, you will have to manually trigger the offer letter/employment agreement from the candidate profile. We will go through this next.

The automation for e-sign documents is identical to how other automation events are configured.
Click the job you would like to add the document automation to and go to the Workflow section.
Choose the stage that you would like to send your document from.

Note: Documents can only be added to stages in the Offer or Hire sections. Once a candidate is moved into this area, the document will be triggered. Click on +More Events to add a new event named Send Document. Your document will still need to be reviewed before it is sent to the candidate. We will cover this in the next stage.

Select the document type, document, and email template you would like to use to be sent with your document and click Add.

Complete the automation event setup by adding the condition and action if desired, and click Add.
Your automation is now complete.

Manually Sending Non-E-Sign Documents

To send documents that aren’t set up with e-sign capabilities, click on the candidate to access their profile and choose the three-dot menu in the top right-hand corner.

Note: The Send Offer/Agreement option will only appear in the three-dot menu for candidates who are placed in stages in the Offer and Hire sections of the job pipeline/workflow.

Next, choose Send Offer/Agreement.

Select the document you would like to use and any additional attachments, and click Send Offer & Agreements.

Choosing Your Custom Options and Sending Your Documents

Before your documents are sent to candidates, you must review them in the Offers and Agreements tab.

Here, you will see the Pending, Sent, Failed, and Completed tabs.

Once the offer/agreement is triggered, it shows in the Pending tab.
Click the Send icon in the Actions column to fill in the required information before sending it out.

Fill in the details on the form on the right, which include shortcodes and selecting a company signer to send the document to.
Click on Preview once you have filled in and verified the information.

If the document is E-Sign enabled, you’ll see the Next button on the top right.

If the document is not E-Sign enabled, you’ll see the Save & Download button. Take a printout of the downloaded PDF, sign it and scan the signed copy.
At this point, you will see a filled icon if the document is not E-Sign enabled. By clicking the filled icon, you can configure/reconfigure the email and attachments. In case of a non-E-Sign document, you need to upload the signed copy of the earlier downloaded document.

Now it's time to send the document. Select an email template or add text to the Body section. If using e-sign, the document will be sent to the company signer first, and once they have signed the document, it will be sent to the candidate.

Note: Before sending, ensure the [EMBED_SIGN_URL] shortcode is included in the email text, as this provides a link to the e-sign document.

Use the Sent tab to view all sent documents and track the signing process. Once the document is signed by both parties (or declined by the candidate), it moves to the Completed stage.

In the Completed tab, users can see the status of each document sent and view and download documents using the options in the Actions column.

The Failed tab holds documents that have failed to be sent. Use the refresh button in the Actions column to attempt to resend the document.

Signing Documents

After sending the document from the Offers and Agreements section, it needs to be signed by the company signer and candidate; see the full process in the steps below.

Open the link provided in the email – use a laptop/computer. At any stage, the signer can either sign or click on actions and decline.
Click on Sign.

Click on the Name and Sign boxes to type a name and select a signature method.
When signing, you are given the choice to select a pre-written signature, draw a signature, or upload a signature using the tabs at the top of the box.
When you are happy with the signature, click Sign.

Completed boxes will show in green on the document.

Click on Finish once all the boxes are completed.

A confirmation box will appear, which allows you to store the document with the third-party provider by creating an account. A completed copy will also be sent to your email.