Personnel contract module

Overview

The Technician Contract module allows you to create, manage, and distribute employment contracts for your technicians and personnel. Using customizable contract templates with dynamic placeholders, you can generate professional contracts that automatically populate with employee information, work package details, and custom data fields.

Key Features

✅ Contract Templates – Create reusable templates with placeholders
✅ Bulk Contract Generation – Create contracts for multiple employees at once
✅ Dynamic Data Population – Automatically fill in employee details, dates, and custom fields
✅ Manual Input Fields – Add custom placeholders for contract-specific information
✅ Work Package Integration – Link contracts to specific work packages
✅ File Management – Upload, download, and manage contract documents
✅ Contract Status Tracking – Monitor active, expired, and upcoming contracts

Getting Started

Prerequisites

The TECHNICIAN_CONTRACT_CREATION feature flag must be enabled for your organization.
You need the MANAGE_PERSONNEL_CONTRACT permission to create and manage contracts.
You need the UPDATE_PERSONNEL_CONTRACT permission to modify contract templates.

Part 1: Setting Up Contract Templates

Step 1: Create a Contract Template Group

Before creating templates, organize them into groups such as “Full-Time Contracts,” “Contractor Agreements,” or “NDA Documents.”

Go to Personnel → Contracts → Contract Templates.
Click Create Group. You must create at least one group before adding templates.
Enter a name for your group, for example “Employment Contracts.”
Click Save.

Step 2: Prepare Your Contract Template Document

Create your contract template as a .doc or .docx file in Microsoft Word or compatible software. Use placeholder tags that the system will replace with actual data.

Placeholder Types:

System Fields –
Example: kb-article-module-5 – Standard employee or system data

Custom Fields –
Example: – Employee custom field values

Manual Input Fields – true
Example: true – Contract-specific values entered manually

Available System Field Placeholders:

kb-article-module-5 – Employee full name
– Employee email address
– Employee phone number
– Employee department
– Employee role or position
– Employee ID
– Delegate ID
– Associated work package name
– Contract start date (DD-MM-YYYY)
– Contract end date (DD-MM-YYYY)
– Contract signature date (DD-MM-YYYY)
– Country associated with the contract
– Current date when the contract is generated

Example Contract Template:

EMPLOYMENT CONTRACT

This Employment Agreement is entered into on between [Company Name] and kb-article-module-5.

Employee Details:
Full Name: kb-article-module-5
Email:
Phone:
Department:
Position:
Employee ID:

Contract Terms:
Start Date:
End Date:
Work Package:
Country of Employment:

Compensation:
Annual Salary: true
Bonus Eligibility: true

Custom Terms:
Certification Level:
Security Clearance:

Signed on:

Step 3: Upload Your Contract Template

On the Contract Templates page, click Create Template.
Enter a template name, choose a group, and upload your .doc or .docx file.
Click View Placeholders to see which placeholders the system detected.
The system automatically extracts system fields, custom fields, and manual input fields.
Click Save.

Part 2: Creating Contracts for Employees

Method 1: Create Contract from Employee Profile

Go to Personnel → Employees.
Click an employee to open their profile.
Open the Contracts tab.
Click Create Contract.
Complete the form:

Contract Details:

Contract Template: Select your template (optional if uploading a file).
Contract Name: Enter a unique name.
Contract File: Upload a pre-filled file (optional, single employee only).

System Placeholders:

Personnel Name (pre-filled).
Signature Date.
Start Date.
End Date.
Work Package (optional).
Country (optional).

Manual Input Fields:

Enter values for placeholders such as true or true.

Click Generate Contract.

Method 2: Bulk Contract Creation (Multiple Employees)

Go to Personnel → Employees.
Select multiple employees.
Click Bulk Actions → Create Contracts.
Complete the form as above.
Click Generate.

Important notes:

System placeholders like kb-article-module-5 are filled automatically per employee.
Manual input fields will have the same value for all selected employees.
For unique values, create contracts individually.

Part 3: Managing Contracts

Viewing Employee Contracts

Each employee’s Contracts tab shows:
🟢 Active – Contract currently in effect
🔵 Upcoming – Contract starts in the future
🔴 Expired – Contract has ended
⚪ Ongoing – No end date

Other details include contract name, template, dates, work package, and creator.

Contract Actions

📥 Download – Download PDF or Word file
📤 Upload/Replace – Upload a new version
🗑️ Delete – Remove the contract (requires permission)
👁️ View Details – Show custom and manual fields

Searching and Filtering Contracts

You can filter by contract name, template, creator, or work package.

Part 4: Managing Contract Templates

Viewing and Organizing Templates

Go to Personnel → Contracts → Contract Templates.
Templates are grouped.
Expand a group to view its templates.
Each template shows its name, file name, and number of active contracts.

Editing a Contract Template

Find the template and click ✏️ Edit.
Update its name, group, or file.
Click Save.

Note: Editing does not affect contracts already created.

Deleting a Contract Template

You cannot delete a template in use. The delete option is grayed out when contracts reference it.

Reordering Templates

Click and drag the ≡ handle to change order.

Viewing Available Placeholders

Click ℹ️ Placeholders to view all available system and custom placeholders.

Part 5: Understanding Manual Input Fields

Manual input fields store contract-specific data not found in employee profiles.

Creating Manual Input Placeholders

Use true in your Word document, for example true or true.

Using Manual Input Fields

When generating a contract, input fields appear automatically for these placeholders.

Example Use Cases:
true – Salary amount
true – Bonus percentage
true – Probation period in months
true – Notice period in weeks
true – Special conditions or notes

Part 6: Best Practices

Template Design

✅ Use descriptive template names
✅ Group similar templates
✅ Test with sample data
✅ Document manual input fields
✅ Add version numbers when updating

Contract Management

✅ Set accurate start and end dates
✅ Link contracts to work packages
✅ Review expiring contracts regularly
✅ Protect sensitive data with permissions

Data Entry

✅ Maintain consistent formats
✅ Verify employee data before generation
✅ Double-check input for bulk creation
✅ Keep custom fields up to date

Part 7: Troubleshooting

Common Issues

❌ “Unable to create contract template group”

Check your permissions and ensure the group name is unique.

❌ “Placeholders not populating correctly”

Verify syntax, case sensitivity, and field matches.

❌ “Cannot delete template”

The template is in use. Delete or reassign contracts first.

❌ “File upload failed”

Only .doc and .docx files are supported. Check for corruption or file size limits.

❌ “Contract not generating”

Check that all required fields and template data are available.

Part 8: Permissions Reference

Permission – What it allows:
readPersonnelContract – View contract list.
MANAGE_PERSONNEL_CONTRACT – Create employee contracts.
UPDATE_PERSONNEL_CONTRACT – Create or edit templates.
DELETE_PERSONNEL_CONTRACT – Delete contracts.

Feature flag required: TECHNICIAN_CONTRACT_CREATION.

Frequently Asked Questions

Q: Can I create a contract without a template?
A: Yes, for a single employee using the upload option.

Q: What happens if employee data changes after generation?
A: Existing contracts remain unchanged.

Q: Can I generate contracts as PDFs?
A: The system creates Word files; you can convert them to PDF afterward.

Q: How do I handle renewals?
A: Create a new contract with updated terms. The old one will be marked as expired.

Q: Can I use one template for multiple employee types?
A: Yes, as long as it’s flexible.

Q: What date format should I use?
A: Use DD-MM-YYYY.

Support and Additional Help

For technical or policy-related questions:

Contact your system administrator.
Consult your HR team for policy clarifications.
Refer to the main personnel management documentation.

Personnel contract module - User guide