How to Send Contract via the Recruit Module

Modified on Mon, 27 Jul at 5:30 PM

Overview:

This guide explains how to send a contract to candidates and other required signers during the Offer Stage.

Once a contract is sent, it will be automatically delivered via email to all signers and routed according to the defined signing order.

TABLE OF CONTENTS

Before sending a contract, you’ll need to create a template.

Go to Settings > Recruitment > Contract Templates
Click Create a Template
Under Step 1, Upload your contract file (.doc, .docx, or .pdf) and enter a name in the Template Title field
Add the required signer roles (e.g. Employee, Hiring Manager, Head of Department).
Drag and reorder the roles to define the signing sequence
Then click Create Template, where you’ll be directed to the document editor.
You will be directed to the document editor where you can toggle between signers (top-left) to assign fields to per signer
You can then add fields by dragging them into the document:
- Signature fields → for signing
- Auto-fill fields → system-generated data
- Standard fields → custom input fields
You can customise the fields by resizing and repositioning them as needed
On the right panel, you can mark fields as mandatory if required, rename fields for clarity or adjust formatting
Once all fields are set, you can click Save Template
Your template will now appear in the Contract Templates list.
You can always edit or delete the template by clicking the 3 dots next to the template and select edit or delete

Once you move a Candidate into the Offer Stage, you can fill in the offer details and proceed to Click Save, or Click Save & Send

Note: You do not need to send the offer to proceed with sending a contract
After Saving, you will then be redirected to the Offers & Contracts section in the Candidate page
Click on Create Contract > Use a Template
Under Step 1, select your template from the dropdown
Once you select the contract, the contract title will auto-populate
The Signer Roles will also auto-populate and cannot be changed
You will then need to define the Signer Names and Signer Email Addresses
At this stage, you may reorder the signers if needed
At Step 3, you can enter your Email Subject and Email Body, then proceed to click Send Contract
The contract will be sent out for signature based on the defined signing order.

Signer opens the email and clicks the contract link where they will first see the lost of required signers
Click Sign Contract to begin reviewing the document
The signers will be required to fill in the fields that will be highlighted clearly
Click Next
They will need to Accept Terms & Conditions by clicking I Agree
Once completed, they signer sees a confirmation as below, and the next signer is notified automatically through email

In the Offers & Contracts section of the Candidate page, the status will show under the Contract Details
On the Candidate Kanban Board, the status will also appear above the Candidate Name
Pending Signature → Waiting for signer(s)
Contract Signed → All signatures completed

Download or Cancel Contract

Under the Contract Details, you can download the latest signed version of the contract

You can always choose to cancel the Contract
Upon selecting Cancel, you will receive a pop up message to confirm on your action

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