Create new agreement on an employee

Modified on Tue, 1 Apr at 10:12 AM

To create an agreement for an employee, this is done from the employee’s profile and employment details. To create an agreement, the user must have the Contract administrator role.

In order to create an agreement, the employee must have an existing employment and position. The agreement is tied to the position.

Step-by-step process to create an agreement:

Step 1

Simployer suggests a position for which you can create an agreement. If no agreement has been created for the existing position before, it will appear as a suggestion. If multiple positions are registered for the employee, you can choose the one for which you wish to create an agreement.

Step 2

Point 1: Here you select which template to use. You will only see templates that are available for the legal level you belong to.
Point 2: Once the correct template is chosen, you will see several fields on the left side that need to be filled out, and these will appear in the agreement. These are fields that are not in Simployer, but must have information entered into them for the agreement.
- Fields marked with a red star are mandatory.
- Fields without a star are optional, and you must decide whether they should be included in the agreement.

(Note: the fields seen in the image are from a demo database and will not be the same as yours.)

Once you’ve made the appropriate choices and filled in the required fields, click Next.

Step 3

You will see a preview of the agreement.

If something is not correct, you can click Previous at the bottom of the page to go back and make corrections.

If the agreement looks correct, click Next.

Step 4

Here, you select whether it should be e-signing or manual signing. E-signing is the most commonly used and enables digital signing either with two-step authentication using a code or with Bank ID (Bank ID requires an agreement with Simployer). To use Bank ID as a signing solution, the employee’s personal number must be in the profile.

To sign an agreement on behalf of the company, you need the Contract Singee role.

Once you select e-signing, you will be taken to a page where you can make additional choices:

Signing Deadline: You can adjust the deadline for signing, up to 20 days.
Order Type: You can choose how the signing process will proceed:
- Parallel: All signatories will receive the document for signing at the same time.
- Sequential: You can select the order in which signatories will sign. The leader will always be placed at the top as a signatory (4), and you can change the order using the up and down arrows in the name field.

You can upload files that should be part of the agreement. These files won’t be signed, but the recipient must review them. After the agreement is signed, these files will appear in a separate category in the employee’s document archive called Attachments to Employment Agreements.

Signatory suggestions are based on the position for which the agreement is being created. You can change the manager if someone else should sign.

Note that email and phone numbers must be provided for the signatories. This information is fetched from the employee profile, but if not present, you will need to add it. The phone number must start with +47.

The agreement is not yet sent for signing; these are just selections that need to be made before sending it for approval and then for signature.

Step 5

You’ve now reached a summary of the steps you’ve taken in the wizard.

If you’re satisfied and everything is correct, click the button on the right: Create Agreement and Send for Approval. The agreement will then be sent to the person with the Contract Approver role for approval before being sent for signing.

If you're unsure and want to come back to the agreement later to review it, you can click Create Proposal. This will allow you to retrieve the agreement from the dashboard and finalize it before clicking Create Agreement and Send for Approval.

If you need to correct something, click Previous and make the changes from the two options above to finalize it.

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