HR Pro: Hiring, re-hiring & extending contracts

 

HR Pro is designed to handle all the admin that comes with hiring your new colleagues, doing away with email chains, manual signatures, and document ping-pong. You can collect essential info, generate contracts, and keep everything on track, all from the HR tab in Shiftbase. Also when employments end, HR Pro allows you to send an extension letter to be signed digitally and continue their employments. 

Here’s how HR Pro makes new-hire setup faster, easier, and a lot less stressful:

• Create contracts
  Upload your own templates, fill in contract details automatically, and send out polished contracts in minutes.
• Collect documents
  No more chasing down ID scans, personal information, or bank details. New hires fill everything in through a secure form.
• Extend contracts
  Create contract extensions for current employees in seconds and get them digitally signed.
• See what’s done and what’s not
  Keep track of every new hire with a clear dashboard that shows what stage they’re in, from form submission to final signature.
• Get people scheduled faster
  As soon as the paperwork’s in place, you can add the new hire to your schedule. No delays.

In this article, we will go over the steps to hire new colleagues, extend contracts of existing employees and re-hiring former employees who are returning from a hiatus. 

 

Contents

Overview

Requirements & Permissions

Step 1: Adding a hire and sending the invitation

Step 2: Setting up the contract

Step 3: Sigining the contract

Contract extensions

Rehiring a former employee

 

Overview

With Hiring functionality in Shiftbase, you can handle three situations

New hire: A soon-to-be employee who you wish to send an employment contract to. The process goes in three steps which we will explain in this article.

• In the first step, the new hire is entered in Shiftbase and they are invited via email to provide their personal details, as well as bank account number, SSN and identification. 

• In the second step, after receiving the new hire their personal information, a contract can now be fully set up and made ready to sign. Fill in all employment details like wage, start date, position and custom fields if required. 
• In the third step, the contract is sent for digital signature to the employer, employee and optionally to a guaridan in case of a minor. Once both parties have signed, the new-hire is converted into an employee in Shiftbase. 

Contract extensions: Hiring also manages contract extension of an existing employee. When the Contract in Shiftbase is nearing it's end date, a contract extension can be formally set up and sent to sign digitally. 

Rehiring: In case of seasonal work or returning employees, a contract can be sent to sign digitally. The rehiring flow is used when the employee already exists in Shiftbase, but is Deactivated. Click on Rehire former employee. The same flow as the new hire also apply for the re-hire. 

As the new hire flows are ongoing, you can track:

• Waiting for response: When the invitation has been sent but is not received back yet. 
• Ready for contract: Invitation is completed by the hire
• Signature pending: Whose signature is still pending
• Signature expired: After 7 days, a signature expires. Resend it via step 3.
• Process stopped: When the HR Pro add-on had been disabled, the signature process might need to be restarted.
• Signed and Hired: Completed hiring flows

 

Requirements & Permissions

Before we begin, make sure you have the following ready.

• The HR Pro add-on: Hiring, extending and rehiring are part of HR Pro. Navigate in Shiftbase to Settings > Subscription > Plan overview > Edit to enable the add-on.
• The following required Permissions:
  • Manage new hires: enables the hiring menu, the new hires tab and gives full access to the hiring flow
  • Manage contract templates: enables the templates tab
• A contract template from your organisation in .docx format. Learn how to set up a contract template.

 

Step 1: Adding a hire and sending an invitation

Go to Hiring > New hire and click on + New hire. If you wish to rehire a deactivated employee, click on the downward arrow on the right of the button and select Rehire former employee. 

For new hires, fill in all the required information:

• First name: The first name of the hire
• Last name: The last name of the hire
• Email: The email address which will be used to send the invitation to.
• Phone number: The telephone number of the hire
• Job title: The official position that the hire will fulfil
• Start date: The planned start date of the employment
• New hire language: The language in which the hire will be receiving the invitation and futher communication regarding the hiring.
• Team: The destined team in Shiftbase the hire will be placed in once hired.
• Requires guardian signature: In case of a minor where the signature of a parent or legal caretaker is required, this option can be enabled. The rest of the steps will contain details for signature of a guarian. 

Once you click Send invite, your hire will receive a secure email to the email address entered when adding the new hire, asking them to submit everything needed to prepare their contract. 

The invitation requests the following information

• Personal details: full name, date of birth, birthplace, nationality
• Address: street, city, postal code, country
• Contact details: phone number and email
• Employment details: citizen service number, IBAN, Tax credit preference (with a link to download the Belastingdienst form to send back to you)
• Document: passport and/or national ID

Once the hires has completed and submitted, you will receive a confirmation and the hire’s status will update in your dashboard. 

 

 

Step 2: Setting up the contract

In the second step of the flow, the contract template can be selected and details that are required for that contract are displayed to be entered. 

On the top of the page, a contract template is selected. Add any final details based on the template you selected. These can include things like:

• Gross salary
• Start and end dates
• Contract duration
• Weekly hours

Once all details are filled in, click on Submit to save and continue to Step 3.

 

 

Step 3: Sigining the contract

Once the hire has submitted their details from step 1 and the contract is fully set up in step 2, the contract can now be reviewed, sent for signature or downloaded for manual signing.

• Preview contract: Download a preview of the contract how it will be presented to the hire. If you require additional details or don't like the way it looks, you can edit the template.
• Edit details: If details are missing or need to be altered, this button will bring you back to step 2. 

• Send for E-sign:  Select Send for E-sign to sign the contracts digitally. The contract needs to be signed by the employer and employee and optionally a guardian. When clicking on Send for E-sign, the employer signature can now be selected.

In this menu, the new hire's contact details will be shown. Select who will sign on behalf of your company.

Once the employer is selected, the contract can now be sent. Step 3 will now display the current status of the signing process.

• Contract sent for E-sign with date and timestamp
• Status of the employer: The employer signs the contract first
• Status of the new hire: Once the employer has signed, the new hire will receive the mail for signature
• Status of the guardian signature: Once the employer has signed, the guardian will receive the mail for signature
• Activation: Once both parties have signed, the new hire can be activated, converting them into a Shiftbase Employee. The signed contract will be uploaded to Employee > Details > Personal files. A .pdf copy of the signed contract will be sent to both parties via email.

Need to cancel the signature process? You can stop the signing process at Step 3 of the contract setup (where the contract is downloaded or sent). Click Cancel E-sign to open a confirmation window. From there, you can:

• Cancel the process entirely and delete the new hire
• Or cancel the eSign flow, edit the contract, and re-send for signature

 

Contract extensions for existing employees

With HR Pro you can now create contract extensions for all your employees within Shiftbase.

Based on your Notification settings for contract expiration, you will receive a reminder email when it’s time to extend a contract and you will see a notification on the employees profile in the Contracts tab.

From here, you can click on Extend contract and choose to extend the contract in two ways:

1. Create and sign with an extension letter: Step 3 of the singing process will start and can be accessed and tracked from the Contracts page of the employee.
2. Extend without a signed letter: If you choose not to use an extension letter, you will finalize the Shiftbase contract as you do now. The employee will not be notified of the new contract.

 

Rehiring a former employee

In case of seasonal work or an employee returning to the organisation, they can be rehired in Shiftbase ensuring previous data of this employee is used and the existing deactivated profile comes back to life. 

To rehire, navigate to the Hiring menu in Shiftbase. Here, click on the downward arrow on the button + add hire and select Rehire former employee.

From here, you can select employees which are Deactivated and click on continue. The hiring flow for a rehire is the same as for a new hire, as described from step 1.

 

Questions or feedback?

We’re happy to help you set things up or walk you through anything. Just reach out to our support team via chat or email us at support@shiftbase.com.

Have feedback? We’d love to hear from you. Our product team is actively working on HR PRO and would love to have a chat with you.

• If you like to have a feedback session, you can find a time here.