Flare is a great contracting tool, to manage all of your contracts being created. Sometimes there are contracts that are a one-off that you want a specific employees to sign but don't want to create a template document. Custom contracts are a tool where you can create these contracts outside of Flare, and still get the employees to acknowledge during your workflow.
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There are different scenarios where you will want to send out a custom employment contract which is covered below.
Uploading a custom employment contract when adding in a new person:
- Proceed with creating a now employee, details of which can be found in the How Do I Add/Create a New Employee
- Under the "Employment terms and conditions" title, select the Use a custom employment contract radio button.
- If you wish employees to sign the employment contract in onboarding, select the checkbox titled Employee must sign the custom employment contract. If you don't select this, the employee will view and acknowledge the contract however, Flare will not place a signature on the document.
- Select the Upload button, provide a title for the document, and then choose the PDF document to upload
- Select Onboard employee to trigger the onboarding journey and welcome email as per usual.
Uploading a custom employment contract prior to promoting a Candidate to a Recruit:
- Navigate to Organisation > Manage Employees
- Change the status filter on this page to "New candidates who need to be sent an offer"
- Find the employee and select Set Status to bring up the promotion screen.
- Under the "Employment terms and conditions" title, select the Use a custom employment contract radio button.
- If you wish employees to sign the employment contract in onboarding, select the checkbox titled Employee must sign the custom employment contract. If you don't select this, the employee will view and acknowledge the contract however, Flare will not place a signature on the document.
- Select the Upload button, provide a title for the document, and then choose the PDF document to upload
- Select Promote Candidate to trigger the onboarding journey and welcome email as you would typically do so.
Uploading a custom employment contract when creating an Information Request:
- Navigate to Employee > Employee details > Role
- Select Info request from the top right-hand corner of the page. See more details from within the How to create a contract variation via Info Request
- Select a process that has the content type of "Employment contract". This will make a drop down occur above the Submit button.
- Select the Use a custom employment contract radio button.
- If you wish employees to sign the employment contract in onboarding, select the checkbox titled Employee must sign the custom employment contract. If you don't select this, the employee will view and acknowledge the contract however, Flare will not place a signature on the document.
- Select the Upload button, provide a title for the document, and then choose the PDF document to upload
- Select Submit to finalise and create the Information Request.
Note: The document that is uploaded must be in a PDF format. You will receive an error message if a document is uploaded that is not a PDF.
Note: The contract is saved to the Organisation > Library > Employment Contracts Created as all other contracts are saved
Note: If the contract is to be signed by the employee, Flare will watermark the bottom of every page with the automatic Flare time/date stamp, and will place the physical signature on the top left-hand corner of an additional page of the contract. The additional page is added to the end of the contract.