1. Click the   People menu.
2. Click the Employees List submenu.
3. Select the employee who needs a new document.
4. Click the HR documents tab.
5. Click the Add new document button.
   
6. Click the Actions dropdown button for the document template you need.
   
   

   Helpful Hint

   Click the Preview button after clicking the Actions dropdown button to see a preview of the document template before selecting it.

7. Click the Select button.
   
8. Make the required changes to the document.
9. Click the Continue button.
   
10. Toggle the Highlighted variables button to see the edits you have made.
    
11. In the Finalise Document section, click the I have read and understood the disclaimer and accept the terms of use checkbox.
12. Put your signature in the Sign your signature field.
    
    

    Helpful Hint

    To sign, you can:

    • Use your mouse to draw your signature; or
    • Click the  button to upload a photo of your signature. The recommended size for your upload is 300 x 100 pixels.

    Important

    If the document has to be signed by a different person, use the Sending signatory drop-down to select their name. To read more about this workflow, please go to the Workflow: Authorising signatory tab in the Further information section near the bottom of this article.

13. Click the Upload Document to add any supporting documentation.
14. You now have three actions you can take:
    • Email the document to the employee:
      1. Click the Email button.
      2. Review the email message you are sending to the employee.
      3. Click the Email Email document button.
    • Print a copy of the document:
      1. Click the Hard copy button.
      2. Click the Print document button.
    • Save the document as a draft:
      
      1. Click the Save As Draft button.

1. Click the   People menu.
2. Click the Employees List submenu.
3. Select the employee whose document you need.
4. Click the HR documents tab.
5. Click the document you need to print.
6. Click the Print button.
   

1. Click the   People menu.
2. Click the Employees List submenu.
3. Select the employee whose document you need.
4. Click the HR documents tab.
5. Click the document you need to save as PDF.
6. Click the Print button.
   
7. In the Destination field, click Save as PDF.
8. Click the Save button.
   

1. Click the   People menu.
2. Click the Employees List submenu.
3. Select the employee whose document you need.
4. Click the HR documents tab.
5. Click the document you need to edit.
6. Click the Edit button.
   
7. Make the required changes to the document.
8. Click the Continue button.
   
9. Toggle the Highlighted variables button to see the edits you have made.
   
10. In the Finalise Document section, click the I have read and understood the disclaimer and accept the terms of use checkbox.
11. Put your signature in the Sign your signature field.
    
    

    Helpful Hint

    To sign, you can:

    • Use your mouse to draw your signature; or
    • Click the  button to upload a photo of your signature. The recommended size for your upload is 300 x 100 pixels.

    Important

    If the document has to be signed by a different person, use the Sending signatory drop-down to select their name. To read more about this workflow, please go to the Workflow: Authorising signatory tab in the Further information section near the bottom of this article.

12. Click the Upload Document to add any supporting documentation.
13. You now have three actions you can take:
    • Email the document to the employee:
      1. Click the Email button.
      2. Review the email message you are sending to the employee.
      3. Click the Email Email document button.
    • Print a copy of the document:
      1. Click the Hard copy button.
      2. Click the Print document button.
    • Save the document as a draft:
      
      1. Click the Save As Draft button.

1. Click the   People menu.
2. Click the Employees List submenu.
3. Select the employee whose document you need.
4. Click the HR documents tab.
5. Click the Delete button.
   
6. Enter the document name in the Document name field.
7. Click the Delete button.
   
   

   Important

   To delete a document, you need to type in the full document name written in bold inside the parentheses. In the image above, MY Full Time Employment Agreement is the correct name.

   
   
   

• Variables engine
• Block groups

Variables Engine
The Variables Engine allows you to personalise specific fields within the document, such as:

• Auto-populating fields: This feature auto-fills details such as the employee's name, address, salary details, and business details such as company name and job title.
• Date picker: This feature provides you with a calendar where you can select a date to add to the document.
• Free text fields: This feature allows you to enter a string of text into the document, so this could be the extra duties an employee needs to do or a list of changes to their role.
• The different colour of the variables helps you distinguish between auto-populated fields and those requiring edit/attention.
• We include colour-coded cues for the variables. They are pink when they require editing and change to purple once acknowledged. 

Blocks Groups allow you to customise what statement or clause appears within your document. It does this by providing you with a selection of text blocks, allowing you to choose the most appropriate one to include in the document. For example, within salary increase letter, you will need to select if the employee is on a pro-rata, per annum or hourly rate; block groups allows you to select the text that best matches the change.  

If the document needs signing by another user, i.e., your organisation would prefer managers to sign off on employee contracts rather than the CEO, then you can use the Sending Signatory drop-down to select the desired document signer.

If you select another user to sign a contract, the following workflow will occur:

1. Click the Sending Signatory drop-down.
2. Select the user who needs to sign the document.
   
3. Complete the rest of the contract as normal.
4. The sending signatory will receive an email, where they can click the here link in the email to go to the contract they need to review and sign.
   
5. They need to sign the contract in the Sign your signature field.

   Helpful Hint

   To sign, they can:

   • Use their mouse to draw their signature; or
   • Click the  button to upload a photo of their signature. The recommended size for their upload is 300 x 100 pixels.
6. They need to click the Sign and Accept button.
   

The Source column will say EH Template if it is an Employment Hero template. If your organisation uploaded the document, My Template will appear.

You cannot change the status of an HR document for an employee. You can either delete the document if it is not required (this will leave no record of the document being issued) or ask the employees to sign any outstanding documents.

If the Outstanding Compliance emails are enabled through Settings - Email Settings, the platform will generate weekly reminders to employees that have outstanding compliance items such as HR Documents, Policies, Induction Content, and Certifications.