Send Contracts

Send templates, record acceptance, and store contracts in Tanda

Updated over a week ago

Before sending contracts, it's important to ensure all the necessary clauses are included and the most recent legislation is taken into account. Check out Tanda HR Legal Templates, our collection of resources created and maintained by employment law firm Kingston Reid.

Send new starters or existing employees contracts to sign off when onboarding or changes are made to their employment conditions.

To follow the steps in this guide, ensure contract templates have been created. Learn more in the Create a Contract Template guide.

Send contracts during onboarding

Contracts can be sent during the onboarding process for new starters to approve 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. Enable this through Settings > Feature Management.

Selecting contracts

To select the contract being sent:

  1. Ensure contract templates have been created in the account

  2. Navigate to the onboarding page through Workforce > Staff

  3. Enter any relevant information for your new employee

  4. Click the Attach Contracts menu and click the contracts to be sent

Once the selections have been made, you'll need to review them before sending.


Review contracts

When contracts are being sent, they'll need to be reviewed to ensure the correct information has been populated.

To review a contract:

  1. Click the Review Contracts button

  2. Confirm automatically populated information is correct

  3. Enter details for any dynamic fields that weren't automatically populated

  4. Click the Save button once all fields have been entered, and Finish once all contracts have been finalised

As dynamic fields are entered, the contract preview will be updated to reflect the information. Any dynamic fields that are greyed out 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.


View 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.

Schedule these changes and send a contract to an employee, all in one spot with the Contract Changes feature. Learn more about this feature in the full guide, Schedule changes to employee's pay using Contract Changes.

Schedule changes and select contracts

To schedule a contract change for an employee:

  1. Find the relevant employee's profile under Workforce > Staff

  2. Switch to the Pay Conditions & Regular Hours on their profile

  3. Enter a name for the change, start date, and end date if necessary

  4. Click the + Add Conditions button

  5. Make any relevant changes to the employee's conditions

  6. Select Yes to the Would you like to notify (employee name) about this change question

  7. Select the contract to be sent in the menu that appears

A Default Pay Condition Change Agreement is available to send to staff, or a custom contract can be created. 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:

  1. Fill out the details on the Pay Conditions & Regular Hours and select the contract (see Schedule changes and select contracts)

  2. Click the Review Contracts button

  3. Confirm automatically populated information is correct

  4. Enter details for any dynamic fields that weren't automatically populated

  5. Click the Save button once all fields have been entered, and Finish once all contracts have been finalised

  6. Click the Save Changes button on the Contract Changes menu to send the contract to employees

As dynamic fields are entered, the contract preview will be updated to reflect the information. Any dynamic fields that are greyed out cannot be edited, as they have been automatically populated based on the information entered in the contract changes fields.

Note: No dynamic fields can be edited in the Default Pay Condition Change Agreement.


View the status of changed condition contracts

Check on the signing status of changed condition contracts in the Contracts & Documents hub.

Under the Sent Contracts tab, filter the results to the relevant employee to quickly find the relevant contract, and check whether it has been signed under the Status column.


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 used when a contract is no longer relevant due to contract negotiations or if a contract is sent incorrectly.

There are two ways to withdraw a document - either through Sent Contracts/Documents or through an employee's profile.

Withdraw via Sent Contracts/Documents

To withdraw contracts or documents:

  1. Navigate Contracts & Documents page under Workforce

  2. Select either the Sent Contracts tab or Sent Documents tab (depending on what you're withdrawing)

  3. Find the contract or document being withdrawn and select the Withdraw button next to it

📝 Note: Admins can still access withdrawn contracts through the Sent Contracts or Sent Documents page.

Withdraw via Employee Profiles

Alternatively, contracts or documents can be withdrawn by updating an existing employment contract within the Pay Conditions & Regular Hours tab of an employee profile.

📝 Note: If no information is being updated on the employee profile, we recommend withdrawing via Sent Contracts/Documents instead.

To do so:

  1. Navigate to an employee's profile through Workforce > Staff

  2. Open the Pay Conditions & Regular Hours tab in their profile and scroll down to the All Employment Contracts tab

  3. Click View next to the Active employment contract

  4. Click the Make a Change button - once clicked, an orange notification will detail how many contracts and/or documents will be withdrawn once saved

  5. Update any necessary fields and review the contracts or documents being withdrawn

  6. Click the Save Contract Changes button once complete

📝 Note: Attempting to update an existing employment contract with pending contracts will require you to send a new user contract to replace the one that will be withdrawn.

If a user has a signed contract associated to the employment contract, you will be directed to create a new contract as the contract that has been signed can no longer be withdrawn.

What will staff see?

Should you choose to notify staff of the change, staff will receive an email letting them know the contract has been withdraw:

Admins and managers with access will still be able to view withdrawn contracts within the Sent Contracts and Sent Documents pages.

Related Articles: Tanda HR Legal Templates

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