In the service, it is possible to manage the entire signature process related to work contracts. Information about the contract and its status is automatically conveyed to the employee, supervisor and administration. The contract may consist of several attached files, which the employee must approve at the time of signing. Once all parties have signed the contract and it has been approved by the administration, the completed information is automatically transferred to the employee’s personal information.
The feature’s implementation is done together with the service provider.
Adding work contract for the employee
To add a work contract for an employee, the person must first be created in Nepton with the information that is available. The remaining information can be collected from the work contract. Before adding the work contract to the person, it is also necessary to define the work contract template, which must be attached to the work contract package.
Adding an work contract for a person is done as follows:
1. Go to the Employees section and select the desired person from the list of people. Open the person’s details by pressing the magnifying glass icon.
2. Move from the Person's informatiom view to the Documents view via the top menu.
3. Adding a work contract for a person is done through the 'Create new work contract' button. The button is visible when the file folder type is defined as ‘Work contracts’ and the user has rights to the folder. The contract package created earlier is selected as the contract. Read more about file folders here.
Through the ‘Create new work contract’ button, the 'Creation of work contract"’ view opens, where a work contract is selected for the employee. The view also provides the employee’s name and email address.
The desired work contract package is selected for the employee from the ‘Adaptable work contract package’ dropdown menu. After selecting the work contract package, all the work contracts and contract attachments associated with the package will be listed under ‘Template of work contract package’.
Finally, select ‘Add work contract’. After this, the contract has now been added to the person.
Filling out and signing the work contract
The created work contract appears with a red background in the ‘Documents' tab of the person’s details. The employer is the first to fill out the contract, and the employee cannot see the template until the employer has filled it out.
1. Select ‘Fill’. The template opens in a new tab in the web browser. Fill out the template.
2. Accept and save from the bottom of the page.
Once the employer has filled out the base, the contract moves to the employee for review, completion and approval. The contract appears gray to the employer until the employee has approved it.
When the employee logs into Nepton, they are immediately shown the work contracts and any attachments that need approval. At this stage, the employee can also fill in the fields for which they have been given the right to fill, such as contact details. The filled-in information is automatically updated in the person’s details in addition to the work contract.
Finally, the contract is forwarded to the administration for approval. At this stage, the administration can no longer modify the contract. The work contract appears green in the view.
Administrators, human resources and payroll are able to approve contracts that are awaiting administrative approval.
Once all parties have approved the contract, the background color of the contract’s attachments turns white. The contract is now complete.
Browsing employment contracts
All contracts assigned to individuals can be viewed in a single view by selecting the ‘Contract List’ from the ‘Employees’ section’s Contracts menu. Supervisors, administrators and management can browse work contracts. The view lists all contracts.
Work contracts can be searched by name or contract date or filtered by contract status. The list can also be sorted by column names. The contract can be examined through the ‘Review’ icon in the Information column.
Contracts can also be viewed through individual persons’ documents, where the employee can also see their contract.