Human capital
/Employment Contracts
Employment contracts are legal agreements that are essential to formalize the relationship between an employer and an employee. Our system streamlines the creation of these contracts by providing two efficient methods. This section will guide you through each method.
1. Open the Employment Contract Module
Begin by accessing the Employment Contract Module directly from the home screen. Once there, initiate the process by creating a new record.
2. Fill in Contract Details
In this module, locate the option to select an employee from a dropdown list, available through a search by name or ID.
After selecting the appropriate employee, you need to fill in necessary fields for the employment contract such as the employee's position, type of contract, duration, remuneration, and other relevant terms.
Home screen > Employment contracts > Add
3. Save the Contract
Before finalizing, thoroughly review all entered information for accuracy and completeness. Once you are certain that all details are correct, save the contract by clicking "Add". This action will officially create an employment contract within the system.
1. Open the Staff Module
For an alternative approach, start in the Staff module. We recommend this method as it is is more intuitive.
2. Select the Employee
Navigate through the list of staff or use the search functionality to locate the employee for whom the contract is to be created.
3. Initiate Contract Creation
Once the employee is selected, proceed to the "Docs" step (it may have a different name in your system). Entering this step will start generate the employment contract
4: Contract Creation Completion
After completing the process, the contract is created and available for any further actions or needs you might have.
This can include reviewing, editing, or printing the contract for official purposes.
Generating PDF Templates
1. Selecting the Template: Begin by selecting a suitable template from the dropdown field labeled "Template". OBS supports multiple templates for each module.
2. Editing Contract Text: Once a template is chosen, the text will load in the "Text" section, under the "Contents" field. You can make contract-specific edits here, which won't affect the default template. (Note: To modify base templates, follow a different procedure. More info: https://www.obs2go.com/en/guide/Document%20Templates)
3. Printing Options: After saving your changes, click on 'Print' to access three options:
- Preview: For a quick review of the text.
- Generate PDF File: To create a PDF file.
- Generate and Attach PDF File: This generates a PDF and attaches it under the "Files" tab.
Handling the Generated File
Depending on your business processes, you can:
- Generate the PDF, attach it, and then send it for electronic signature.
- Generate the PDF outside the system, attach it to the contract record, and send it for electronic signature.
- Generate and physically sign the PDF outside the system, then attach and potentially send it again for digital signature from the employer.
Managing Ongoing Contracts
Employment contracts in OBS are created with no end date. However, you can manage additional agreements or termination orders in the "Additional Agreements" module. For employees under civil agreements, where end dates are specified, you may create a new contract for renewal.
Sending Files for Signature
1. File Preparation: Ensure the file to be signed is in PDF format. Other data formats cannot be submitted for electronic signature.
2. Sending for Signature: Navigate to the desired file, then choose either "Request Signature" or "Request Signature from CEO". This will send the document for signing.
3. Tracking Signatures: Once signed, a new file (marked "SIGNED") returns to the system. You can then send this file for further signatures as required, ending up with three files - the original, one signed by the employee, and one signed by both employee and CEO.
Tracking Changes and Agreements
All changes and activities related to a contract are recorded under the "Activity" tab. Additionally, all related records from other modules linked to the contract can be found in the "Related Records" section.
Linking with Payroll
The Employment Contracts module seamlessly integrates with our Payroll functionality, offering a comprehensive solution for managing employee contracts and their related financial aspects.
Additional Agreements Module
- Direct Connection with Employment Contracts: Additional agreements are always created in relation to an existing employment contract.
- Attribute Modification: These agreements allow for modifications of certain attributes within the Staff module.
- Document Generation and Signing: Provides the functionality to generate and electronically sign the document directly within the module.
Staff Module
- Contract and Employee Status Synchronization: When a contract is moved to the "Signed" stage, it automatically updates the employee's status to "Signed Contract".
- Automated Attribute Updates: Upon the signing of a document, specific attributes in the employee's profile are automatically updated. This synchronization ensures that you don't have to manually update the same information twice.
These integrations enhance the efficiency of managing employment contracts and employee data, ensuring consistency and reducing manual workload across different modules.
Quick Setup in Settings
1. Navigate: Go to Control Panel > Admin Menu > Settings.
2. Locate Setting: Find "Evrotrust - the email address to receive confirmations on signed documents. Comma separated" (Key: "evrotrust_signature_confirmation").
3. Enter Email(s): Input the email address(es) to receive notifications of Evrotrust-signed documents. Separate multiple emails with commas.
4. Save: Ensure to save your changes for immediate effect.
Tracking Contract Versions
- Version Maintenance: The system maintains a history of all text versions for each specific contract. This ensures that any changes or updates made to a contract are recorded and retrievable.
- Accessing Versions: To view the history of changes, navigate to the "Versions" submodule, located beneath the contract statuses. Here, you'll find a chronological list of all text variations associated with the current contract.
Setting Up Notifications
- Main Scheduler for Automated Tasks: The system allows for the creation of custom notifications across all modules. This is managed through the 'Main Scheduler' (Automated Tasks) module, where you can set up and customize various alerts and reminders according to your needs.
More info: https://www.obs2go.com/en/guide/Notifications
Sharing Documents with Employees
- Share/Unshare Functionality: Within the employment contract module, you have the option to share or unshare attached files with the employee.
- Employee Profile Access: Once a document is shared using the "Share with employee" button, it becomes visible in the employee's profile, allowing them direct access to the document.
- Email Notifications: Along with document sharing, an email notification is automatically sent to the employee, informing them that a document has been shared with them. This feature helps in keeping the employee informed and engaged with the process.