📍 Where can I find this module?
Main Menu > Human Resources
Introduction #
The Employment Contract Templates module allows you to define standard templates for your employees’ contracts. Each template includes the parameters common to a specific type of contract: employment status, collective bargaining agreement, social security plans, work schedule, etc. It is accessible via Human Resources > Employment Contract Templates.
Templates serve as a basis for creating individual contracts, eliminating the need to re-enter information that is common to each new contract.
1. Create a contract template #
Click on Add a template from the module list.
General information:
- Model number: an identifier for the model
Contract:
- Collective Bargaining Agreement: The Applicable Agreement
- Reference work schedule: reference working hours
Work:
- Employee job classification: executive, non-executive, supervisor, etc.
- Unit of measurement for work hours: hours, days, flat rate…
Social Security:
- Basic Health Insurance Plan: The Health Insurance Plan
- Basic Old-Age Pension Plan: The Basic Pension Plan
- Supplement to the mandatory health insurance plan: supplemental health insurance plans
2. Using templates #
When creating an employment contract for an employee, you can select a template. The fields from the template are then automatically populated in the contract, which you can then customize as needed.
Good to know: Templates are especially useful when you have several types of recurring contracts (permanent contracts for executives, permanent contracts for non-executives, fixed-term contracts, work-study contracts, etc.). Create a template for each type to save time and ensure consistency.
3. Automatic contract generation from an assignment #
Kafinea automates the creation of employment contracts using workflows. When a person is assigned to a project (via the Project Assignments module), a workflow can automatically trigger:
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Contract generation: An employment contract is created based on the assignment details and the associated contract template. If a contract is already linked to the assignment, no duplicate is created.
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Contract locking: The contract is permanently locked to ensure its integrity (see Permanent Locking).
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Sending for electronic signature: A request for an electronic signature is automatically generated and sent to the signatory via the electronic signature service.
Good to know: This automated process manages the entire "assignment → contract → signature" cycle without any manual intervention, which is particularly useful for companies that handle a large volume of contracts (temp work, short-term assignments, etc.).
Important: For this workflow to function, a contract template must be properly configured and the e-signature service must be enabled.
4. Frequently Asked Questions #
Does modifying a template affect existing contracts?
No, contracts that have already been created from a template are not modified retroactively. Only new contracts will use the updated values.
How many templates can I create?
There is no limit. Create as many templates as you need to cover the different types of contracts your company uses.
Is social security information required?
It is not technically required in the template, but it is necessary for the correct generation of social security declarations (DSN). We recommend that you always include this information.