Contracts — User Guide

Module: HR Profile
Audience: HR staff, managers, administrators
Version: 1.0.0
Last updated: 2026-07-22

Overview

Contracts is where you create and manage employee employment agreements: contract codes, types, validity periods, wages and allowances, signatures, and attachments. Contract data can flow into HR Payroll when HR records integration is enabled.

Prerequisites

• View list: Contracts → View (or View own to see only your team's contracts).
• Add contracts: Contracts → Create.
• Edit / delete: Contracts → Edit / Delete as assigned.
• Contract types and allowance/salary types should be configured under HR Profile → Settings before creating contracts.

Step-by-step: View the contract list

1. Go to HR Profile → Contracts.
2. Use the filter menu to narrow by status, staff member, contract type, or duration.
3. Optionally filter by department, staff multi-select, or validity start/end dates in the row above the table.
4. Click a contract code to open the preview panel on the right.
5. Use the double-arrow control to collapse or expand the preview panel.

Expected result: A sortable table of contracts with status labels (Draft, Valid, Expired, Finished).

Status filters explained:

Step-by-step: Create a new contract

1. From the contracts list, click New contract.
2. On the General info section, enter:
   • Contract code (often auto-generated)
   • Staff (employee)
   • Contract name (type from settings)
   • Status (Draft, Valid, Expired, or Finished)
   • Start and End validity dates
   • Hourly rate or Monthly pay basis
3. In Wages & allowances, add rows in the spreadsheet grid:
   • Choose Salary or Allowance
   • Select the pay component, amount, effective date, and optional note
4. Under Signed information, set Sign day and Staff delegate (signing representative).
5. Attach supporting files if needed.
6. Click Submit.

Expected result: Success message; you are redirected to the contract preview for the new record.

Step-by-step: Edit a contract

1. Open the contract from the list (preview or Edit link in row options).
2. Click Edit (or go to the full edit form).
3. Update header fields, wages/allowances grid, signing info, or attachments.
4. Save.

Note: Managers with View own only can edit contracts for staff they manage.

Step-by-step: Delete a contract

1. In the contract list, open row options on the contract row.
2. Click Delete and confirm.

Expected result: Contract and its attachments are removed. If the system reports the contract is referenced elsewhere, resolve those links before deleting.

Step-by-step: Download contract PDF

1. Open the contract preview or detail view.
2. Use the PDF action (when available for your role).
3. The PDF downloads or opens in the browser.

Step-by-step: Sign a contract digitally

1. Open the contract signing page (from contract detail when signing is enabled).
2. Choose whether the company or employee is signing.
3. Draw or upload the signature and submit.

Expected result: Signature is stored on the contract with the sign date.

Key fields (summary)

Common issues

Related features

• HR records — staff master data linked on each contract
• HR Payroll → Manage employees — pulls contract wages when integration is on
• Settings → Contract template — default contract document content
• Staff profile — contracts tab on individual employee records