Contracts Management Manual

The Contracts page gives you a complete overview of employment contracts. You can search, filter, export data, and perform various actions (such as creating, editing, or terminating a contract) directly from the dashboard. All interactions take place through intuitive buttons, modals, and menus.

1. Getting Started

Accessing the Page

Navigation Bar:
At the top of your dashboard, you will see a breadcrumb navigation bar (e.g., “Contracts”). Clicking the breadcrumb shows your location and allows navigation to higher-level modules.
Module Menu:
Switch between modules (Contracts, Additions, Terminations) using labeled buttons with icons.

Contract Statuses Description

Active:
The contract is currently valid and in effect. The employee is actively working under the terms of this agreement.
Notice Period:
The contract is still active, but a formal notice has been given to terminate it. The employee is working through the notice period before final termination.
Signed:
The contract has been formally signed by all required parties but might not be active yet (for example, if the start date is in the future).
Expired:
The contract has reached its end date without renewal or extension. The employee's work under this contract has concluded.
Terminated:
The contract has been officially ended before its scheduled expiration, either voluntarily or involuntarily.
All:
Displays all contracts regardless of their current status, providing a complete view of active, signed, expired, and terminated contracts.

2. Overview of the Contracts List View

Table Layout

The Contracts table includes these key columns: - Contract Number - Employee - Employer - Department/Unit - Contract Type, Fond, Salary, Vacation - Valid Dates (Start/End/Indefinite) - Insurance Registration (color-coded icons) - Notes and Documents (quick access buttons) - Status (active, notice period, signed, terminated)

Clickable Employee Names: Redirects to employee profile in a new tab.
Action Icons: Edit, view bonuses, or interact with the record directly.

3. Filtering and Search Options

Search Bar & Quick Filters

Text Search: Type keywords (employee, contract number, unit) to filter.
Filter Buttons: Status-based buttons (Active, Notice Period, Draft, Signed, Expired, Terminated, All) with counts.

Advanced Filters

Filter Panel: Set contract type, unit, dates, salary range, etc.
Date Pickers: Filter contracts by date range.
Dynamic Dropdowns: Select units, positions, order, families, or other options easily.

4. Performing Actions on Contracts

Bulk Actions

Selection Checkboxes: Select one or more contracts.

Bulk Action Menu: Perform actions like:

Generate Documents:
Allows you to generate official documents (such as contracts or summaries) for multiple selected contracts at once. A modal window guides you through the document generation process. Documents generated are generated based on the templates created in the Templates module in Settings. If you have not created a template, the system will show you No Documents to generate.
Add Contract Additions:
Enables you to create contract additions (e.g., changes in salary, work hours, or position) for several contracts simultaneously, saving time on individual updates. This action opens a modal to input addition details and is able to be used to create contract additions for multiple contracts. Each addition is created based on the template selected in the Templates module. If you have not created a template, the system will show you No Additions to create. Numbering of addictions is done automatically.
Assign Bonuses:
Apply bonuses or reward schemes to multiple contracts in bulk. Useful for assigning standard bonus amounts or structures to employees with similar contracts.
Assign to Employment/Service Orders:
Link selected contracts to specific employment or service orders in bulk. This helps organize contracts under projects, clients, or departments efficiently. This action opens a modal to input order details. Only already created active orders can be assigned. If no active orders are available for the selected contracts, the list will be empty, and no new order can be created directly from this action.
Change Units:
Change the assigned department or unit for multiple employees at once. This is helpful when reorganizing teams or transferring groups of employees.
Update Secondary Pause:
Bulk update specific contract settings such as the secondary pause (used in scheduling or work time calculations). This actions is related to the Scheduling module in Attendance App.
Accountant Settings: Payroll Accountant-related configurations for currently selected contract. If you choose this option, the system will open a modal to configure the payroll accountant notificatin settings for the currently selected contract. This includes configuring the payroll accountant notification email which will be sent to the accountant when the contract is signed or terminated. If you have already set company / unit payroll accountant and do not need to change it, you can skip this action. Settings for payroll accountant for company / unit is located in Organization App in company / unit detail profile view from Organization chart. You can also change the payroll accountant settings for multiple contracts using bulk actions.

Individual Row Actions

Create/Update Contract: Use the “Create” button to open the Contract Form.
Edit Contract: Click the edit icon; some contracts (e.g., terminated) may not be editable. Edit Active contract is possible only with special permissions. Without this permission an user is able to edit only Draft contracts which means that they are not yet signed.
Terminate Contract: Open a modal to process termination.
Delete Contract: Remove contract after confirmation. This action is irreversible and able only with special permissions.
View/Add Notes & Documents: Use icons to manage additional info or files.
Sign Contract: Sign contract with a special button. Without signing, contract is not active and still in draft state.
Manage Documents: Open a modal to manage documents related to the contract. Uploaded documents are displayed in a separate panel and in a Profile Detail Card View under the Documents tab.

Export and Import Tools

Export Data: Export the filtered view to XLSX format.
Import Vacation Statuses: Upload vacation data via a dedicated modal. If monthly payroll is enabled, the system will automatically calculate vacation days based on the imported data. If payroll is not enabled, you can manually input vacation days.

What Are Modals?

Pop-up windows used for tasks without leaving the page: - Contract Form Modal - Document Generation Modal - Contract Note Modal - Insurance Registration Detail Modal - Bonus/Unit Update Modals

Working With Modals

Open: Click relevant icons (Edit, Terminate, Manage Documents).
Submit: Fill in fields, then click "Save" or "Submit."
Cancel: Close modal by clicking outside or using the cancel button.

6. Additional Features

Integrated Documents Management

Manage Documents: Upload, edit, or remove contract-related files.
Generate Batch Documents: Use bulk action to create documents for multiple contracts.

Customization and Settings

Modular Design: Adjust filters, bulk actions, and view statistics.
Statistic View: Real-time counts auto-update based on filters Position, Contract Type, Detapartment, Gender and Contract Length.

7. Frontend Integrations Overview

Real-Time Updates: Automatic data refresh with toast notifications.
Responsive Design: Usable on desktops and tablets.
Role-Based Permissions: Certain actions may be restricted based on user roles.
Export Options: Files download as XLSX with default filenames like "contracts."

8. Troubleshooting and Support

This detailed manual helps you use Pulsawork’s Contracts App efficiently, from simple searches to bulk actions and AI-powered data extraction. Happy working! 🚀

If you encounter issues or have questions:

Contact your HR Administration for guidance.
Online Resources: Check the Pulsawork Help Center for tutorials and FAQs.
Pulsawork Support: Reach out via the support portal.

Conclusion

By following this manual, non-technical users can confidently navigate the Contracts page, apply filters, perform actions, and manage contract data efficiently in the Employees App.

Enjoy your streamlined contract management experience!

Frequently Asked Questions (FAQ)

How do I create a new employment contract?

To create a new contract, click the "Create" button at the top of the Contracts page. This opens a Contract Form modal where you can fill in all necessary details such as employee, contract type, salary, dates, and assigned unit.

Can I edit an existing contract?

Yes, click the edit (pencil) icon in the contract row to open the contract for editing. Note that terminated contracts or those in any other status than draft status may have editing restrictions without special permissions.

How do I terminate a contract?

Use the termination icon in the contract row. This opens a termination modal where you can process the termination, specify the termination reason, and set the effective date.

What is the purpose of the status filters like Active, Draft, or Terminated?

Status filters allow you to quickly view contracts by their current state. For example, clicking “Active” shows only ongoing contracts, while “Terminated” displays completed contracts. Each status also shows the count of contracts.

Can I perform bulk actions on multiple contracts?

Yes, select multiple contracts using the checkboxes and open the bulk action menu. You can generate documents, assign bonuses, change units, or update settings for all selected contracts.

How can I export contracts data?

Use the Export button (download icon) to export the current view of contracts into an XLSX file. Exported data reflects any filters applied.

Is it possible to upload documents related to a contract?

Yes, use the Manage Documents icon in each contract row to upload, edit, or remove contract-related files such as signed copies or certificates.

What happens if insurance registration shows a warning?

Insurance registration icons (color-coded) indicate the status. A warning or red icon may mean missing or incomplete registration. Click the icon for detailed information and next steps.

Can I import vacation statuses into contracts?

Yes, you can import vacation status data using the Import Vacation Status modal, available in the settings area. The import must be done via an XLSX file.

What should I do if I can't see certain actions like deleting a contract?

Actions like deleting or editing may require specific permissions. If an option is missing, contact your system administrator to check your user rights.

How do I assign a contract to a specific department or unit?

You can assign or change the unit using the edit contract option. Inside the Contract Form, navigate to the unit field and select the correct department from the dropdown.

What does the 'Fond' field represent in a contract?

The Fond field represents the working hours or workload of the employee as agreed in the contract. It is typically measured in hours per week or month.

Can I view all contracts that are about to expire?

Yes, use the advanced filters or sort contracts by the end date. You can also filter by status or create a custom filter to see contracts ending within a specific period.

How do I generate contract documents for multiple employees at once?

Use the Bulk Action - Generate Documents option. Select the contracts, click the action, and follow the modal to generate the required documents for all selected records.

Is there a way to track contract history or changes?

Contract updates are under Additions and Terminations modules. You can view the history of changes made to the contract. Some implementations may also show version history. Check the Contract Notes or ask your administrator.

What happens when a contract has no end date?

If the end date is not specified, the contract is considered to have an 'indefinite period' and will be displayed as such in the contract table.

How do I manage contract bonuses?

Bonuses can be added using the 'Assign Contract Bonuses' option either individually or through bulk actions. This opens a modal to define bonus types and values.

What is the Insurance Registration status in the contract table?

This field shows the status of social and health insurance registration. Green means registered, while red or warning colors indicate incomplete or missing registrations. Requiremts like uploaded confirmation file can be seen in a detail view.

How do I update the department or unit for several contracts at once?

Select the contracts using checkboxes and use the 'Change Unit' option in the bulk action menu to update the unit for multiple contracts simultaneously.

What should I do if my exported file is empty or missing contracts?

Ensure that your filters are not limiting the view. If necessary, reset the filters and try exporting again. If the issue persists, contact your administrator or support team.

How does the page look like?

Contracts Table Example