Managing your contractor's documents via the HR Platform

Overview

As an organisation, HR compliance is the understanding that all your operations must follow the relevant employment laws, rules, and regulations. One way to achieve this is via contractor documentation and making sure your contractors know what their contractual obligations are, and the payment process they will need to follow.

You can use the HR Documents feature to select the relevant document, complete any required variables, and then email it to the chosen contractor to accept and sign. This feature also ties in with the Authorising Signatory feature, which allows your organisation to create a pre-filled signature that users can then select when completing a document.

If you need to remind contractors to sign allocated HR documents and contracts, you can access this feature from the HR Documents report. To read further details on how to send a reminder, refer to this article.

If your contractors need to sign a new contract and/or view their assigned documents, they can do so through the My Documents feature. To read further details on how your employees can access this feature, refer to the following article.

Availability

HR Plan:   Free   Standard   Premium   Platinum
  User Access:   Contractor         Manager         Admin      

  We base the default access level on a per user basis and whether you have  view,  edit and  delete access, excluding any changes made via our Custom Security feature.

Getting started

The below steps will walk you through to to add a document to a contractors file.

Add a document
  1. Click the Personnel menu.
  2. Click the Independent Contractors submenu.
  3. Select the contractor that needs a document added.

  4. Click the Documents tab.
  5. Click the Add button.
    screenshot of list of documents belonging to contractor personnel
  6. Click the Actions button.
  7. Click the Select button. screenshot of list of documents belonging to contractor personnel with select action highlighted
  8. After making the required changes on the editing screen, click the Continue button.
  9. Click the I have read and understood the disclaimer and accept the terms of use tick box.
  10. You now have three actions you can undertake with the document:
    • Email the document to the contractor:
      1. Click the Email box.
      2. Review the email message you are sending to the contractor.
      3. Click the Email Contract button.
    • Print a copy of the document.
      1. Click the Hard Copy box.
      2. Click the Print Contract button.
    • Save the document as a draft. 
      1. Click the Save as Draft button. 

Maintain

The below steps will walk you through how to view document details, print the information out, edit, and/or delete an entry you no longer need.

View document details
  1. Click the Personnel menu.
  2. Click the Independent Contractors submenu.
  3. Select the contractor whose document you wish to view.
  4. Click the Documents tab.
  5. Click the Actions button. 
  6. Click the View Details button.
    Contractor_2.jpg

    Helpful Hint

    You will now see the document displayed on your screen.

    Contractor_5__1_.jpg
Print a document
  1. Click the Personnel menu.
  2. Click the Independent Contractors submenu.
  3. Select the contractor that needs a document printed.
  4. Click the Documents tab.
  5. Click the Actions button.
  6. Click the View Details button.
    screenshot of list of documents associated with selected contractor and the options to view details or delete selected contract
  7. Click the Print button.
    Contractor_7__2_.jpg
Edit a document

Helpful Hint

You can only edit a document when it is in the drafting stage.

  1. Click the Personnel menu.
  2. Click the Independent Contractors submenu.
  3. Select the contractor that needs a document edited.
  4. Click the Documents tab.
  5. Click the Actions button.
  6. Click the View Details button.
    screenshot of list of documents associated with selected contractor and the options to view details or delete selected contract
  7. Click the Edit Document Details button.
    Contractor_10.jpg
  8. After making the required changes on the editing screen, click the Continue button.
  9. Click the I have read and understood the disclaimer and accept the terms of use tick box.
  10. You now have three actions you can undertake with the document:
    • Email the document to the contractor:
      1. Click the Email box.
      2. Review the email message you are sending to the contractor.
      3. Click the Email Contract button.
    • Print a copy of the document.
      1. Click the Hard Copy box.
      2. Click the Print Contract button.
    • Save the document as a draft. 
      1. Click the Save as Draft button. 
Delete a document
  1. Click the Personnel menu.
  2. Click the Independent Contractors submenu.
  3. Select the contractor that needs a document deleted.
  4. Click the Documents tab.
  5. Click the Actions button.
  6. Click the Delete button.
    screenshot of list of documents. the action button has been triggered showing further options of view details or delete. delete is highlighted in red.
  7. On the confirmation screen, type in the document's name and click the Delete button.
    screenshot with popup giving the option to delete document

Legal Disclaimer

Please note that this module and any related content or templates are not all-inclusive and is intended for general information purposes only. It does not constitute legal or other advice. The content or templates may not be compliant with your local employment laws. Always seek professional legal advice. Employment Hero expressly disclaim any representation or warranties, express or implied, including without limitation any representations or warranties of fitness for a particular purpose, accuracy, completeness, reliability and non-infringement. Employment Hero is not liable for any loss or damages arising either directly or indirectly as a result of reliance on, use of or inability to use any information provided in this module.

Explore similar topics

  • HR Contractor File: Upload Documents This feature is where you can upload documents from outside the HR platform, such as a PDF of a project plan or a word document covering a list of action items.
  • Compliance Reporting: HR Documents This feature allows you to run a report on the documents assigned across the whole organisation, and can give you insight on the status of your documents within your organisation.
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