Contract Templates

Purpose

The Contract Templates screen is used to create and manage reusable employment contract templates within Thulo HRMS.

Contract templates allow organizations to standardize employment agreements for different job positions and employment types. Instead of creating contracts from scratch each time, HR teams can design templates containing predefined terms and dynamic employee information using merge fields.

The templates created here are used in the Contracts screen when generating employee contracts.

Create

To create a new contract template:

1. Navigate to HR Records → Contract Templates.

2. Click New Contract Template.

3. The Add Contract Template screen will open.

4. Enter the required template information.

5. Design the contract content using the template editor.

6. Insert merge fields where employee-specific information should automatically appear.

7. Click Save to create the template.

8. Alternatively, click Close to cancel the operation without saving.

Once saved, the contract template becomes available when creating employee contracts.

Edit

To modify an existing contract template:

1. Navigate to HR Records → Contract Templates.

2. Locate the template you want to update.

3. Click the Edit icon corresponding to the template.

4. The Edit Contract Template screen will appear.

5. Update the template information or contract content as needed.

6. Click Save to apply the changes.

7. Alternatively, click Close to cancel the changes.

Changes made to a template will be available for future contracts generated from that template.

Delete

To delete a contract template:

1. Navigate to HR Records → Contract Templates.

2. Locate the template you want to remove.

3. Click the Delete icon corresponding to the template.

4. A confirmation message will appear.

5. Click OK to permanently delete the template.

6. Click Cancel to abort the deletion.

Warning

Deleting a contract template does not automatically remove contracts that have already been generated using the template.

Export

To export contract template data:

1. Open the Contract Templates screen.

2. Click Export.

3. Select the preferred export format if available.

4. Download the exported file.

Exported data can be used for auditing, compliance reviews, and documentation purposes.

Field Descriptions

Available Merge Fields

Merge fields allow contract templates to automatically insert employee-specific information when creating a contract.

Examples may include:

• Employee Name

• Employee ID

• Job Position

• Department

• Contract Start Date

• Contract End Date

• Salary Information

• Company Name

When a contract is generated, these placeholders are automatically replaced with actual employee data.

Example

Instead of manually typing:

This employment agreement is entered into between ABC Company and John Smith.

You can use merge fields:

This employment agreement is entered into between {{Company_Name}} and {{Employee_Name}}.

When the contract is generated, the system automatically inserts the appropriate values.

Important Notes

• Contract Templates provide a standardized method for generating employment agreements.

• Templates can be created for different job positions, departments, or employment categories.

• The Job Position selected in the template helps organize and manage templates for specific roles.

• Merge fields reduce manual data entry and help ensure contract accuracy.

• Contract Templates are used by the Contracts screen when creating employee contracts.

• Modifying a template generally affects future contracts generated from the template and may not automatically update previously created contracts.

• HR administrators should periodically review contract templates to ensure compliance with company policies and legal requirements.