Importing Custom Contracts

In this guide, you'll learn how to import custom contracts from your own Word document templates. You'll need to complete the following steps to add a custom contract to your Contract Library for a company:

1. Create a new Custom Contract
2. Add Contract Settings
3. Import your Word document
4. Insert Merge Fields

1. Create a new Custom Contract

To create a new custom contract:

1. Go to Company Settings > Contracts.
2. Select + New.
3. The Xemplo Contract Builder configuration screen will show. Instead of following the contract creation flow, select the option at the bottom right of the screen - 'I prefer to draft my own'.

The Custom Contract creation wizard will open. You can now start adding contract settings before creating your new contract.

2. Adding Contract Settings

In the first step of the custom contract creation process, you'll need to add settings for the custom contract to define:

1. The contract name
2. The type of document - this setting defines the employment type the contract is intended for (e.g., full-time, part-time, casual, etc) - see more about employment type below.
3. The required actions when the contract is issued (e.g., worker signature, manager approval, both).

Once completed, select 'Continue to Editor' to start importing your contract. 

About Employment Types

When a worker is employed using a contract, they will assume the employment type set for a contract (e.g., full-time, part-time, casual, etc) along with any other contract attributes applicable to their employment. 

Employment type defines:

1. The expected attendance/hours of the worker - full-time, part-time, casual, etc.
2. The type of engagement - direct employment or contractor.
3. The term of the engagement - either ongoing or fixed/maximum term.
4. For Australian companies only - whether the worker will be employed under the conditions of an award. When creating a contract of this type, the contract issuer will be prompted to specify the award and classification to be used for the worker's employment. 

There are specific document/employment types that must be used for each supported Xemplo region. Find out more about each document type and which region they are applicable for here. 

3. Import Your Word Document

The Xemplo Contract Editor allows importing of Word documents or you can add a document from scratch if you do not have a template document available. 

To import a Word document:

1. Upload your pre-prepared Word (.docx) file into the Xemplo contract editor using the 'Open' option.
2. The document will open in the editor for formatting and review.
3. You can make adjustments directly in the editor as needed to ensure layout and content appear as expected.

4. Insert Merge Fields

You can customise your imported contract and auto-populate worker and company information when your contract is used by adding merge fields.

To add merge fields to your contract:

1. Select the required merge field from the library of pre-defined fields in the Contract Editor.
2. Place merge fields where appropriate throughout the contract text to ensure accurate and automatic population when the contract is issued.

Common merge fields include:

1. {{worker_first_name}}, {{worker_start_date}}, {{position_title}}
2. {{company_name}}, {{manager_name}}, and other relevant details

Once complete, save the contract and assign it as needed through the usual onboarding or contract renewal workflows.