Dear @ZaheerA,

Welcome to the Personio Community, we are thrilled to see you here 🥳. I am really sorry to get back to you so late, we do our best to answer all questions in 24h the latest. I missed your question since it was posted as a discussion. Please post any topic you need support with in the support area to make sure we react as fast as possible.

To save a contract made in the Recruiting section in a candidate profile, make sure you are following these steps:

• Create a Word or OpenOffice document with the corresponding placeholders (see more info about placeholders here). 
• Upload the document you wish to use as a contract template under Settings > People > Documents in the category Work contracts. Learn more about Configuring Document Categories and Adding Templates.

• Navigate to Recruiting > Applications, and select the candidate's application.

• Go to the Offer tab and click New offer.

• Then select Offer with a contract document.

• Under Template for contract document, select the desired contract template from the drop-down-list. 

• Then fill in the details of your offer. The fields are defined by the placeholders that you used in your contract template. Click Preview document to see a preview of the contract template.

• Then click Save and continue.

→ You will now see an overview of the offer with the creation date and the status Created, and you can download the contract document as a PDF file. Learn more about How to Manage an Offer and its Phases.

To send the offer to the candidate, please check the instructions in this help center article. 

If you followed these steps and your document was not saved, I would suggest you to contact my colleagues for the support team via Find Answers. My colleagues will be able to log in into your account and check the settings together with you.

Be aware that only Contract and Account owners can contact our support team. In case you are not registered as such, please contact your colleagues in the role, or add this information. You can find out how here.

Please let me know if there is anything else I can support you with.

I wish you a lovely afternoon.

Best,

Andrea

Dear @ZaheerA,

I hope my answer above was helpful for you! If this was the case, please mark my post as Best Answer. If there is any other detail you need from me, please let me know. I will be happy to support sou further .

I wish you a lovely day .

Best,

Andrea

Hi there,

Is it possible to do this without having the  Recruitment - Offer section, please? Our recruitment platform is with a different provider.

Is it possible to do it via documents and the onboarding workflow, please?

Many thanks,

Aleksa

Hi @a.kmiotek,

My apologies for this late reply!

It is indeed possible to send contracts without our Recruting module.

First, you need to create a Word or OpenOffice document with the corresponding placeholders.

 Create Document Templates – Placeholders

If you need multiple signatures (e.g. from the new employee, and their manager), you need to add signature placeholders: to do so, you need to use @@ before and after the designation. You can add any number of signatories to the document and freely choose their designations (for example: @@Candidate@@, @@Employee@@ or @@Recruiter@@). NB: you will need to assign them manually when requesting a signature. At this stage, the designations will help you to identify who a placeholder should be assigned to during this step.

 Create a Document Template with Signature Placeholders

Once the template is ready, you can upload it to your account by going to Settings > People > Documents > Add template, and selecting the relevant category (e.g. Work contracts).

 Manage document categories and templates

Now, you’re ready to use the newly created template for your new employee: go to the Employee profile > Documents > Create new, and select the relevant template:

The placeholders will be automatically filled, but you can double-check all the information, and finally click Create.

When hovering over this new document, you’ll be able to click on Request signature:

In the next step, you can assign the different and relevant signers. Optionally, you can also add a message to be included in the email requesting the signature, and set up a reminder.

Once completed, click on Request signature, and the people involved will receive a notification to sign the document.

I hope this is helpful!

@ZaheerA feel free to let us know if you have any other doubts - and thanks @Andrea for your help!

Have a nice evening,

Valentina