How do I manage my contract/policy templates?

Contents

  1. Who can use it?
  2. Where can I find it? 
  3. Creating a new template
  4. Document types and signature requirements
  5. How do I make fields editable when issuing it?
  6. How can I add a logo?
  7. What are blocks?
  8. What are optional block?
  9. What are block groups?
  10. How do I create a free text field?
  11. What are the red lines?
  12. Why can't I see any content in my template?
  13. Why can't I see my template when I am issuing a document?

 

1. Who can use it?

Users on Standard or Premium version of Employment Hero will have full access to the Template Management feature.

Users on the Free version will only be able to view the available Employment Hero Templates but not manage any of their own.

Currently only admins and owners will have access to update contract templates within Employment Hero, or any users that have been given Template Management security group permissions. 

We have made it possible for owners and admins to update contract templates within Employment Hero.

 

2. Where can I find it?

Navigate to General Settings > Template Management to see a list of custom contracts that have been created and made available to your organisation. 

You can view, edit or clone or delete any of these contracts. Please note that these are your live contract templates that can be selected when issuing contracts to employees. 

During the beta portion, we would recommend creating a clone of any of your current contracts to familiarise yourself with the feature before making any major changes to any of your existing contract templates.

 

3. Creating a new template

There are two ways in which you can create a template, creating a new one or cloning an existing template. 

You can clone a contract by clicking the icon in the actions to the right of any contract template, and clicking `Clone`

You can create a brand new template by clicking on the `add` button in the top right hand corner. 

 

4. Document types and signature requirements

To create documents that can be issued to Employees:

  • Employment Contract - Sender and recipient can sign the document
  • HR Document - Only sender can sign the document
    • The document will be finalised once signed by the sender
  • Other HR Document - Sender and recipient can sign the document

To create documents that can be issued to Contractors:

  • Contractor contracts - Sender and recipient can sign the document

To create policy documents:

  • Work Policy Document - Does not support signatures, only acknowledgements

 

5. How do make fields editable when issuing it?

When issuing a document, you will notice there are blue fields in the contract that are editable when you draft up a contract to an employee. These fields is what we refer to as variables. These fields can either be free text, or auto populate with data based on how they are created.  

To create a variable click on the  icon and it will bring up a table of all the variables within your template. Here you can manage your variables as well as add any new ones as required. 

To create a new variable click on `Create New` button and this will bring up a new line for you to enter in the details of the variable.

Name Name of the variable
Type

Identifies what type of variable this is:

    • String - text
    • Picklist - drop down with options
    • Date - date input 
    • Logo - Organisation logo
    • Signature Pad (Recipient) - A signature pad for the recipient to sign
    • Signature Pad (Sender) - A signature pad for the sender to sign
Initial value What should appear as the placeholder text for this variable
Auto populate If you would like it to automatically pull data from the platform to display where this variable is placed
Options

If Type = Select, enter in the drop down options here.

Clicking on this section for any variable will automatically update it to select type variable. 

Actions

`Use` will place the selected variable where the cursor is in the template.

`Delete`will delete the variable record

 

6. How can I add a Logo?

When creating a brand new document, we will automatically create a set of commonly used variables, this includes the Logo. However, if you an existing template or cannot find the logo variable you can create one using the Variable Manager. 

To create a logo variable click on the  icon in the tool bar to bring up the variables manager, then click `add`, then fill in the fields as per the example below.

Screen_Shot_2018-06-05_at_10.42.45_am.png

The logo variable will appear as a box when placed in the template. 

At the moment, the logo will always appear as right aligned when issuing a document no matter how it is aligned in the template. 

  

7. What are Blocks?

The concept of blocks was to enable users to create optional 'blocks' of text. 
 
What this means is that when you issue the contract to an employee, any text that is within the optional block can be removed from the final contract. This concept is useful for when you would like to insert two versions of the same clause and only one or the other will apply to the employee being issued the contract.

Here is an example of what this may look like:
 
When in the template editor
When issuing the contract
 
Previously, before we had introduced the template editor the only way to create optional blocks of text was to encase every group of text into a block and split off the optional ones from the rest of the body. Which meant that each group of text, even those that are not optional are encased in a block. Think of these as containers. This was to allow us to maintain all the previous templates that were created prior to the editor being created. 
 
Right clicking to remove a block will not remove the text within the block, but will remove the container around it, so that you are able to insert more optional clauses if needed. 
 

 

8. What are optional blocks?

For cases where you would like to write in a clause that may not always be required for every contract issued, or if there are variations of the same clause, you can create these as optional clauses. 

To create an optional clause, highlight a block of text that you would like to be removable when issuing a contract, right click on the highlighted text and click on `Create optional block`. 

This will bring up a popup, just select `Optional`and click `Ok`. The optional block of text will now be highlighted by a dotted outline.

 

9. What are block groups

Block groups can be use to group optional clauses to ensure that only one clause of that group is used when the document is issued. 

To make a block group, add a title to the Block Group field when creating an optional block. Use the same block group title for each clause that falls under the same group. 

It should look something like this. 

When issuing a document to an employee using this template, you will need to only one clause and must remove all additional ones in the same block group in the document before being able to proceed. 

To edit a block group, just double click on the  icon to the left of the optional clause and to bring up the menu again. 

DO NOT use block groups for single clauses. Applying a block group to only one clause will not allow you to remove that clause from the final contract as it will validate that at least one clause from the block group must be present in the contract. 

 

10. How do I create a free text field?

To create a variable where you can type in free text, you will need to create a free text variable. 

To create a free text variable click on the  icon in the tool bar to bring up the variables manager, then click `add` and fill in the details as per the example below. 

image__1_.png

If you would like to enter different text in each free text field, you will need to create several instances of this variable. To do so, just click `add` in the Variables Manager once again, and add in the more free text fields and label them `Free Text 1`, `Free Text 2`, `Free Text 3`, and so forth. 

image__2_.png

This is because if you use the same free text variable, what ever you type in one of them will appear in places where the variable is placed in the document. This works very similar to say a name variable where if you wanted someone's name to appear several times within a document, you will be able to just reuse the same variable.

 

11. What are the red lines?

A red line indicates either the end of a block or the end of a section.

If you hit `Enter` to add a new line after the last sentence in a block, it will just create a new line within the block. 

Clicking on this red dotted line will allow you to easily enter in a new break line below and outside of the block. This will be useful in examples such as needing to created a new block below the existing one.

 

12. Why can't I see any content in my template?

There are known to be issues with loading the template when using Internet Explorer or Mozilla Firefox. For an optimised experience, please use Google Chrome.

 

13. Why can't I see my templates when I am issuing a document?

Templates that have a disabled status will not appear for selection when issuing a contract to an employee. This is indicated by a  flag to the right of the template document name

To disable a template, under the Actions menu, click on the `...` icon and click on `Disable`.

To re-enable a template, click on the `...` icon and click on `Enable`

  

When a template is cloned, the cloned template will automatically be set to `disabled`. Once you have completed the necessary edits to the clone, please ensure to enable the template for use. 

 

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