Before sending contracts, it's vital to ensure all the necessary clauses have been included and that the most recent legislation has been considered. For help with this, check out Tanda HR Legal Templates, our collection of resources created and maintained by employment law firm Kingston Reid.
This help guide will explain how to send contracts in Tanda, including sending contracts during onboarding, sending contracts when employment conditions change, creating contract templates, and withdrawing contracts.
To follow the steps outlined in this guide, you must first create contract templates in your account. Learn more in the Create a Contract Template help guide.
What Does This Guide Cover?
Send Contracts During Onboarding
Contracts can be sent during the onboarding process for new hires to sign before they start.
The additional setting Signed Contract Required Before Onboarding can prevent staff from entering their details in the onboarding form until they've accepted the contract. You can enable this via Settings > Onboarding > View all onboarding settings.
Selecting Contract
To select the contract being sent:
Ensure contract templates have been created in the account.
Navigate to the onboarding page through Workforce > Employee Onboarding.
Enter the relevant information about your new employee.
Once you reach the appropriate step, click the Attach Contracts menu and select the contracts to be sent.
Once you have selected your contracts, you'll need to review them before sending them.
Review Contracts
Contracts must be reviewed before being sent to ensure that the correct information has been populated.
To review a contract:
Confirm that the automatically populated information is correct.
Enter details for any dynamic fields that weren't automatically populated.
Click the Save button once all fields have been entered, and Finish once all contracts have been finalised.
Click Review to move on to the next screen.
As dynamic fields are entered, the contract preview will be updated to reflect the information. Any greyed-out dynamic fields cannot be edited, as they have been automatically populated based on the information entered in the onboarding form.
Once the contract has been reviewed, the onboarding invitation can be sent to the new employee.
Viewing The Status of an Onboarding Contract
Use the Onboarding History tab under Workforce > Employee Onboarding to check the progress of the contract.
The onboarding status will appear as either:
Invitation Sent - the onboarding invitation has been sent, but the employee hasn't signed any contracts or completed onboarding
Contracts Signed - the employee has started onboarding and signed the contract but hasn't completed onboarding yet
Onboarding Completed - the employee has completed onboarding, and any contracts sent have been signed
The status of sent contracts can also be viewed in the Contracts & Documents hub under the Sent Contracts tab.
Send Contracts When Changing Employment Conditions
Changes to an employee's pay or working conditions may require them to accept and sign off on the changes through a contract.
Edit Pay Conditions and Send Contracts
To schedule a contract change for an employee:
Find the relevant employee's profile under Workforce > Staff.
Select the Pay Conditions tab on their profile.
Select 'Edit Current Pay Conditions'.
Select when you want the changes to take effect from.
Make any relevant changes to the employee's pay conditions.
Tick the 'Notify employee of this change, and send related Contracts or Documents (e.g. policies)' box.
Select the contract to be sent from the menu that appears.
A Default Pay Condition Change Agreement is available to send to staff, or you can create a custom contract. Learn how to create a custom contract in the Create a Contract Template help guide.
Once selected, the contract will need to be reviewed before sending to the employee.
Review Contracts
When contracts are being sent for contract changes, they'll also need to be reviewed to ensure the correct information has been populated.
To review a contract:
Click the Review Contracts button after attaching a contract to a set of pay conditions.
Confirm that the automatically populated information is correct.
Enter details for any dynamic fields that weren't automatically populated.
Click Finish once all contracts have been finalised.
Click the Confirm Changes button to send the contract to the employee.
As dynamic fields are entered, the contract preview will be updated to reflect the information. Any greyed-out dynamic fields cannot be edited, as they have been automatically populated based on the information entered in the pay conditions.
Note: No dynamic fields can be edited in the Default Pay Condition Change Agreement.
View Contract Statuses
You can check on the signing status of contracts in the Contracts & Documents hub or in the employee's profile.
Send Contracts from a Staff Profile
A contract can also be sent directly from the employee's profile. Within a profile, navigate to the HR tab, then select Contracts and Docs.
On this tab, select "Send Contracts" before selecting the relevant contracts.
This method does not allow changes to the employee's Pay Conditions. Dynamic fields on the contract will fill from the current Pay Conditions.
Withdraw Contracts & Documents
If a document has not been signed, it can be withdrawn. This will remove the contract from the employee's pending contract tab in the mobile app.
This can be done in the Contracts & Docs tab on the staff profile, or on the Sent Contracts page in the Contracts & Documents hub. Click Withdraw to do so:
Signed contracts cannot be withdrawn. Withdrawn contracts cannot be resent, you would need to send a new contract.
📝 Note: Admins can still access withdrawn contracts through the Sent Contracts page or on the staff profile.
What will Staff See?
When a contract has been sent, staff will receive an email:
After withdrawing a contract, staff will also receive an email:
