You can easily process contracts with members using their HR and contract information already registered in flex.
flex electronic contracts can only be requested and managed for members registered in flex. Contracts with external teams or companies are not supported.
Requesting a Contract
Go to [Electronic Contract] in the left menu → [Contract Request] → [Select Contract Recipients] and choose the member(s) or organization to send the contract to.
In the [Select Contract Template] tab, click [Set Pay Date], select a pay date, then click a contract template.
After selecting a template, click the [Create Contract] button at the top.You can select multiple templates at once to send more than one contract in a single request.
Review any [Unfilled] fields and fill them in. Click [Preview] for a final review before sending. The [Request Contract] button in the top right becomes active once ready. You can also click [Temp Save] to save the draft and submit the contract later.
Members receive a signing request notification via email, task, or the flex app and can complete the signature there.
You can also pre-fill member contract information to speed up the request. If you have entered the contract amount, comprehensive wage contract details, and included allowances in the member's [Contract Info] → [Wage Contract], that information is pulled in automatically. See the related guide for details: (Request Contract After Entering Contract Info)
Requesting a Contract via Excel
Go to [Electronic Contract] in the left menu → [Contract Request] → [Select Contract Recipients] and choose the member(s) or organization.
In the [Select Contract Template] tab, click [Set Pay Date], select a pay date, then click a contract template.
After selecting a template, click [Create Contract] at the top.You can select multiple templates at once to send more than one contract at a time.
On the contract information entry screen, click the Excel icon in the top right, then click [Download] to get the Excel template.
Enter each member's employee number in column A, then fill in the field values for each template.
If you are sending two or more templates together, fill in all field values in a single Excel file and upload.
Once you have filled in the Excel file, upload it.
Note: uploading overwrites existing data rather than adding to it.
Click [Preview] to verify the information has been entered correctly.
After reviewing all contract information, click [Request Contract] in the top right to send the contract to members.
FAQ
I saved a contract as a draft. Where can I find it?
I saved a contract as a draft. Where can I find it?
Go to [Electronic Contract] → [Contract History] tab.
The contract status shows [Unfilled] and the Request Contract button is not active!
The contract status shows [Unfilled] and the Request Contract button is not active!
Hover over an [Unfilled] field or click the [Preview] button to see which fields have not been filled in. Typically it is required fields like work type, fixed overtime allowance, or contract start date that are missing.
On the contract request screen, scroll right to see additional items such as the work type and fixed overtime allowance for comprehensive wage contracts.
If you have filled in the fields but still see the same issue, please contact support with a screenshot.
Can I add or remove recipients from a temp-saved contract?
Can I add or remove recipients from a temp-saved contract?
Once a contract is temp-saved, the recipients are fixed and cannot be added or removed.
If you want to exclude a specific member, you can select only a subset of members to send the contract to, but you cannot add new recipients.
Note that a contract request can only be sent once. If you select only some of the members, the remaining recipients are removed. This is not a system where you send to some members first and then the rest later — please keep this in mind.
For example, if there are 30 contract recipients and you select only 3 to send, the remaining 27 will be removed and you will need to start a new contract request for them.
Can the pre-signing confirmation message shown to members be edited?
Can the pre-signing confirmation message shown to members be edited?
When a member clicks [Sign], flex displays a final confirmation screen like the example below. This screen and its text cannot be customized.
I want to send two or more contract templates, but I cannot select them both.
I want to send two or more contract templates, but I cannot select them both.
To send two or more templates at once, the templates must be in different categories. Template A and Template B must belong to different categories.
If the templates you want to send together are both in the "Employment Contract" category, open one of them in the template editor and change its [Template Category] in the lower right to "Salary Contract" or "Other" before requesting.
Note: only the three default categories (Other, Salary Contract, Employment Contract) are available; custom categories cannot be added.
Can contracts be signed before the employee's start date?
Can contracts be signed before the employee's start date?
New hires cannot access flex before their start date, so the actual signing takes place on or after the start date via the flex web or app.
However, you can send the contract request before the start date.
Register the new hire in flex via left menu [Member Management] → [Add Member].
Since you will be sending employment and salary contracts, make sure to fill in all HR and contract information for the member.
Then go to the Electronic Contract menu, select the new hire, choose the contract template, and send the contract in advance. On their start date, the new hire can open flex web or app, find the pending contract, and complete the signing.
Is multi-party signing supported?
Is multi-party signing supported?
Unfortunately, flex electronic contracts only support a 1:1 signing structure.
Adding extra signatories or CC recipients to a contract is not supported.