Contracts

Purpose

The Contracts screen is used to create, manage, and track employee contracts within Thulo HRMS.

Contracts define the employment agreement between the organization and an employee, including contract type, effective dates, salary details, allowances, signatories, and supporting documents.

The Contracts module is closely integrated with:

• Contract Types

• Salary Types

• Allowance Types

• Contract Templates

• HR Records

Employee information used in contracts is synchronized from the HR Records module.

Contract statuses are managed manually by authorized users through the Edit function.

Contract Status Behavior

• Newly created contracts are assigned the status Draft.

• Contracts can be manually updated to other statuses as required.

• Contracts that pass their expiration date display the status Expired.

• Contract status is primarily used for display and tracking purposes.

Create

To create a new contract:

1. Navigate to HR Records → Contracts.

2. Click New Contract.

3. The New Contract screen will appear.

4. Enter the required contract information.

5. Upload any supporting documents if applicable.

6. Click Save to create the contract.

7. Alternatively, click Close to cancel the operation.

Result

After creation:

• The contract is stored in the system.

• The contract status is automatically set to Draft.

• The contract becomes available for review, editing, and digital signing.

View

To view contract details:

1. Navigate to HR Records → Contracts.

2. Locate the desired contract.

3. Click View.

4. The system will expand and display the contract details.

The contract details include:

• Employee information

• Contract type

• Salary and allowance information

• Effective and expiration dates

• Signatory details

• Attached documents

• Contract status

Contract Document Preview

To view the contract document:

1. Open the contract details.

2. Select the Contract tab.

3. Click View.

The generated contract document will be displayed for review.

Digital Signing

Thulo HRMS supports digital signing of contract documents.

Sign a Contract

1. Open the contract record.

2. Navigate to the Contract tab.

3. Click View.

4. Select Sign.

Download Contract

To download a copy of the contract:

1. Open the contract document.

2. Click Download.

The contract file will be downloaded to your device.

Signature History

After a successful digital signature, the system records:

• Signer name

• Signing account

• Signing date and time

• IP address

Employee Signature

The employee can sign the contract by:

1. Logging into their employee account.

2. Opening the Contracts screen.

3. Viewing the contract details.

4. Completing the digital signature process.

Important Note

Digital signing is typically available only to authorized personnel such as:

• Department Heads

• Managers

• Directors

• HR Administrators

• Other authorized users

After all required signatures are completed, administrators should update the contract status accordingly (for example, to Signed).

Edit

To modify an existing contract:

1. Navigate to HR Records → Contracts.

2. Locate the contract you want to update.

3. Click Edit.

4. Modify the required information.

5. Click Save to apply the changes.

Administrators may also update the contract status through the edit screen.

Delete

Method 1: Delete a Single Contract

1. Locate the contract record.

2. Click Delete.

3. Review the confirmation message.

4. Click OK to confirm deletion.

5. Click Cancel to abort the operation.

Method 2: Bulk Delete Selected Contracts

1. Select the contracts you want to remove.

2. Click Bulk Actions.

3. Choose Mass Delete.

4. Click Confirm.

5. Review the confirmation message.

6. Click OK to proceed.

Method 3: Delete All Contracts

1. Display all contract records.

2. Select the top checkbox to select all records.

3. Click Bulk Actions.

4. Choose Mass Delete.

5. Click Confirm.

6. Review the confirmation message.

7. Click OK to proceed.

Warning

Deleting contracts permanently removes contract records and associated information. Organizations should verify that contracts are no longer required before deletion.

Export

To export contract data:

1. Open the Contracts screen.

2. Select the contracts to export if applicable.

3. Click Export.

4. Choose the desired export format.

5. Download the generated file.

Exported data can be used for audits, compliance reviews, reporting, and record retention.

Field Descriptions

Important Notes

• Contracts are linked to employee records maintained in the HR Records module.

• Contract Types, Salary Types, and Allowance Types must be configured before creating contracts.

• Contract Templates can be used to standardize contract creation.

• Newly created contracts are automatically assigned Draft status.

• Contract status changes are managed manually through the Edit function.

• Expired contracts automatically display the Expired status.

• Effective Date and Expiration Date are informational fields and do not automatically trigger business processes.

• Salary and allowance selections are used for contract documentation and reference purposes.

• Digital signatures record signer details, timestamps, user accounts, and IP addresses for audit tracking.

• Employee and employer signatures can be completed separately through their respective accounts.

• Contract records may be referenced by HR operations, compliance reviews, and employee management processes.