Using online work contracts, the entire process related to employment agreements can be conveniently managed in one place.
Electronic work contracts are available at the Complete service level of the HR solution.
Human resources can create contract templates directly in Nepton, making them accessible to the organization. Editing and updating contract templates are handled by administration. This ensures that recruiting staff always have up-to-date contract templates available in the service.
The contract signing process takes place entirely within Nepton. Information about the contract and its status is automatically communicated to the employee, supervisor and administration. Contracts can include attachments that the employee must approve during the signing process. Once all parties have signed the contract and it has been approved by administration, the completed details are automatically transferred to the employee’s personal information in Nepton.
Additionally, Nepton can be used for other online forms and document approvals, such as remote work agreements, confidentiality agreements or employment certificates. This capability facilitates smooth communication for all parties and keeps employee information centralized in one service. To utilize online work contracts, the Complete service level of the HR solution is required. For more information on service levels, you can contact your dedicated key account manager or your Nepton service provider.
The paragraphs below describe how to implement electronic work contracts in Nepton.
File folders
Define file folders that determine the types of files associated with individuals’ records. To use online work contracts, add a folder "Work contract" and use the type "Work contracts" in the Employees - Administration - Document folders -section. The type "work contracts" set for the folder defines that online work contracts can be created in the folder.
Customize folder permissions to specify who in the organization can view, edit and delete employment contracts within individuals’ records. More info in this article.
Addind and editing contract templates
Contracts are formed from templates and associated attachments. Manage contract templates in Employees - Contracts - Contracts templates-section. All the contract templates can be found here. Templates are HTML files and attachments can be for example PDFs .
We recommend using this provided sample template and customizing it as needed. The editing process includes both a graphical editor and an HTML editor. More info here.
Adding contract packages
Once the contract templates are created and any necessary attachments are uploaded to Nepton, bundle them together to form a contract package. To create a contract package, navigate to the section Employees - Contracts - Contract packages. Choose desired contract template for the contract package and attach any relevant files. More info here.
Adding contract for employee
To add a work contract to person, go to Employees - Persons - (chosen) person's information - Documents. All the person’s files are listed here. "Create new work contract"-button appears when the file folder type is defined as Work contracts and the user has rights to the folder.
Choose "Create new work contract" and choose the work contract package made earlier. More info here.
Signing the work contract
The work contract is first completed and signed by the employer, after which it goes to the employee. The employee fills in the information directed to them, accepts the attachments of the work contract and signs the work contract. The employee cannot access other views in Nepton until they have accepted the agreement. After this, the administration still has a task to approve the work contract, which also serves as a reminder to carry out procedures related to, for example, payroll. More info about signing the conctract here.
Notifications about the different stages of the signing process can be sent to individuals by e-mail or text message. Read more about automatic notifications here.
Reviewing signed work contracts
All contracts addressed to individuals can be viewed in a single view in Employees - Contracts and selecting the “Contract List” . The view lists all contracts. Contracts can also be reviewed through individual persons’ documents. More information on reviewing contracts is available in this article.