Getting Started with Contract Builder
This guide covers the steps to follow to create a new contract using Contract Builder.
Log into Expedo HR as a Company Admin. From the logged in user menu, click on Settings:
Click on Contracts. If you already have contracts in Expedo you will see them on this page. Otherwise click on + Add contract to start building a contract.
Now Expedo will ask you a few short questions to help you select the right base contract template to start from. If you are looking for a contract type that we don't support yet, please email the Expedo Product Team (firstname.lastname@example.org).
Review the base contract
Review the Expedo base contract in the Contract Builder's preview mode. In this step you need to complete 4 steps to move forward:
- Confirm you have selected the right contract.
- Review the conditions of the contract. Based on contract selected, the compliant conditions, term and warranties (clauses) will be incorporated into the contract. Click through them on the left-hand side of the screen using the right hand side to explore the contents of each. Check any clauses with a lock icon. These clauses cannot be edited or removed from the contract.
- Review any of the clauses with a lock icon and a number beside it. These clauses can't be edited or removed, but they have options within the clause which allow you to choose different variants. Preview the options in this case, and confirm you are happy with at least one.
- Preview the contract. Use the Preview button located at the top of the screen to open a PDF view of the entire employment contract document. Confirm you are happy with the general appearance of the contract, introduction text etc.
If it is not the right contract, close the contract with the X button at the top-right corner of your screen to return to the contract selection process to select another contract.
If the Expedo contracts don't work for you for another reason, contact Expedo Product Team (email@example.com). Remember, the new contracts are fully compliant now and compliance will be maintained long into the future. Furthermore, all improvements Expedo is making in terms of compliant workflow alerts will be based on the new clause framework.
Add the contract to your library
Once you have confirmed you are happy with the contents of the base contract, click Add to Library. The contract will be added into your library as a draft. Set up the necessary preferences to your contract before you publish. Once published, the contract can be assigned to positions so you can use it to onboard workers (just like the old Expedo contracts).
Apply preferences to your contract
You can apply the following preferences to your contract once it is saved in your library:
- Remove unwanted clauses.
- Change the order of the clauses.
- Customise the content of clauses.
- Create additional clauses.
- Rename the contract.
These are explained in detail below.
Remove unwanted clauses
Do this but selecting the option to Move to Removed on the clause item on the left-hand side navigation pane, or by toggling the "eye" icon off.
You will find your removed clause relocated under the "Removed" tab. You can restore them back from that tab.
As mentioned previously, you cannot remove clauses that are locked. Locked clauses are pre-determined by our employment lawyers as mandatory to keep the contract compliant.
Change the order of the clauses
Simply drag clauses up/down in the left-hand side navigation panel.
Customise the content of clauses
This is an example of a clause you can customise
If the default contents of the clause that come with the contract do not work for you, you can add your own text by adding a new variant to it. Follow explanations below for more details.
Adding a variant to a clause
Click the button to + Variant. A new variant will be appended at the bottom.
Give your new variant a title and the content. Example:
Click the green check button to save your new variant.
Your clause will now have two variants: the original one that came with the contract, and your own.
Important: When a clause has more than one variant, HR Managers will be asked to choose one of them when onboarding a worker.
- This functionality can be used so that you don't need to create as copies of contracts where conditions often change depending on the employee being offered.
- For example: Work from home might be a benefit which is determined by the individual HR manager at onboarding. This is a relatively straightforward condition to choose between and the manager can make a decision based on the employee hired.
Disabling variants from a clause
If a clause contains multiple variants, we recommend you switch off the ones you will never use so that managers have fewer options to select between when initiating onboarding.
This example shows one variant disabled, while the other one is left enabled.
When onboarding workers with this contract, this clause will be automatically fixed to the enabled variant when you have left only one of them enabled.
Editing the contents of a variant
Click on the text of a clause variant to bring it to edit mode.
Note: You can only edit the contents of a variant you created. Those that came with the contract cannot be altered.
Rename, duplicate and delete a variant
Use the ellipsis menu
Note: You can only do any of these with variants you created. Not with variants that came with the contract.
Rename a clause
Click on the clause title to bring it into edit mode
Note: you can only rename clauses you created. Not those that came with the contract.
Create additional clauses
To add an extra clause to your contract, use the + button a the top of the clause list.
Start by giving your clause a title
Then type the content of the clause in the text area below the title
Save your changes by clicking on the green check.
Your new clause will appear at the top of the clause list. You can now drag it to the desired position.
Publish your contract
Once you are happy with your preferences, click the Publish button to make your contract active so that you can connect them to Positions and start onboarding.
If you would like to rename the title of the contact, click on the name of it at any time.
Create copies of your contract
Creating copies of your contract can be useful if you want to have a different set of preferences that can be used to onboarding workers in different conditions or in different positions.
To create a copy of a contract, use the menu to create a Duplicate as shown below.
You will be prompted to give your copy a new name. Example:
Your copied contract will be added to your contract list.