New: Sign & Manage Your Work Contracts in Staffcloud

Our customers asked for it, and we delivered: with our contract module, individual work contracts and framework contracts can be signed with a single smartphone swipe.

Businesses who would like to seamlessly link their employee scheduling with their contract management can now find both in Staffcloud – no external DMS needed.

This article provides a detailed look into the new contract feature. If you are looking for a quick overview, feel free to jump straight to a topic below:

Who is Staffcloud's contract module for?
Sign contracts in seconds
Use your own contract templates in staff scheduling
Contracts in Staffcloud – Advantages at a glance

Who Is Staffcloud's Contract Module For?

We developed the contract module with our customers in mind. Many of them had expressed that they would like to centralise their contract management and connect it to their staff planning application, rather than having to use external document management systems and further communication channels.

The contract module was created for businesses who work with part-time employees, freelancers and temp workers and who are legally required to draw up and sign work contracts on a continuous basis, while recognising their need to reduce their admin to a minimum. Staffcloud does this by automating many of the steps involved, providing a quick overview of contract status and paring down the signature process.

Sign Contracts in Seconds

Working with flexible staff has become ubiquitous, but despite its advantages, it can increase a company's administrative burden. Depending on the situation and type of employment, zero-hours contracts, short-term work contracts or both might be drawn up for every employee.

While many businesses already use digital signatures to simplify this process, this can be resource-intensive, especially if signatures have to be requested by email and contracts are managed in a separate DMS. In addition, this is often part of the workload of the person responsible for staff scheduling and takes away from their valuable time. As daily tasks tend to have a higher priority than contract management, there is also a danger that contracts are neglected, leaving businesses vulnerable in case of a dispute.

In contrast, sending signature requests from the staff planning application – directly to a staff member's smartphone – is convenient for both contractual parties. Employees and freelancers are able to sign contracts with a single swipe, and as this only takes a few seconds, they are more likely to do so immediately.

The process has been designed to be as simple as possible for staff members to ensure that contracts are not forgotten or missed. Signatures are collected via the employee app, which workers will already be familiar with, as they use it daily to see their shifts or register their work times, for example. And if a contract remains unsigned, they can be sent a quick reminder in the app as well.

Once a contract is created, it is then shown and can be managed in the staff planning application. This allows planners to get a quick overview of all contracts and their status without having to leave the staff planning interface.

Use Your Own Contract Templates in Staff Scheduling

Every business is different and has varying requirements when it comes to contracts. In Staffcloud, you can easily design your own contract templates, then send them to staff members to sign.

There is no limit to the number of contract types you can create and send via Staffcloud, but here are a few examples:

Framework Contracts
Assignment Contracts
Non-Disclosure Agreements
Secondment Contracts, etc.

We also made sure that personal data does not need to be filled in individually and by hand for every new employee or freelancer. Instead, data is taken from the employee's existing datasheet and pre-filled, meaning that, once you have your template set up, it can be sent automatically to new team members.

In addition, Staffcloud's contract module not only shows all employee contracts, but also gives an overview over missing signatures. Planners can then choose to remind staff members to sign incomplete contracts with just one click.

Contracts in Staffcloud – Advantages at a Glance

Below, you can find a quick overview of the advantages of creating and managing your employment contracts in Staffcloud:

all contracts (such as framework contracts, individual agreements) are managed in the staff planning application

no external DMS management

Remind team members to sign via smartphone notification, no external email needed

digital signatures via Yousign (Docusign to be added soon)

Team members sign with one swipe on their mobile

No more adding data by hand, most fields are pre-filled with data from staff planning and the staff member's datasheet

use your own templates

Candidates and employees can be filtered by contract status (e.g. 'signed', 'incomplete')

Check contract status (such as 'sent', 'signed') and send reminders to sign directly in the staff planning application

Find out more about contracts in Staffcloud here.

If you would like to know more about framework contracts, our support team has you covered: Framework Contracts in Staffcloud

Are you interested in how to link your personnel scheduling and contract management? We are more than happy to help. Just click on the button below to book a free consultation.