Agreement templates let you send the same agreement to many freelancers, with their details pre-filled from their profile, signed electronically and stored on their profile. This guide covers which template type to use, adding agreements to a workflow, rolling out a new version, correcting and resending an agreement, countersigning, downloads and archiving.

Who can do this: Admins create, edit and archive templates in Settings → Templates → Agreement. Teammates whose role includes Can access and manage non-confidential Agreements can send, delete and download agreements on talent profiles. Confidential agreements also need Can access and manage confidential Agreements.

Availability: E-signature agreements must be turned on for your account. If you're an admin and don't see Settings → Templates → Agreement, ask your Business Solutions Architect.

Your workspace may use a different name for Partners, such as Freelancers or Contractors.

TABLE OF CONTENTS

Choose the right template type

When you click Add template, you pick a type. The type decides where you can use the template.

TypeWhere you use it
One-offSigned once by each freelancer. Send it from a talent profile with Send from template, or add it to a workflow's Sign agreement stage.
ContractInside a Contract template, where you choose it in the acceptance settings, or in a Contract workflow's Sign agreement stage. It doesn't appear in the Send from template list. See How to Create and Manage Contract Templates.
Job openingA new copy is signed each time a freelancer is added to a job opening. You can also add it to a workflow's Sign agreement stage.
TaskA new copy is signed each time a freelancer is added to a Task.

If a template is missing when you try to send it to a freelancer, check its type. A Contract template can't be sent on its own. Create it again as One-off if you need to send it directly.

Create a template

  1. Go to Settings → Templates → Agreement and click Add template.
  2. Choose the type and enter the Agreement name.
  3. Upload the file under Agreement file (PDF, DOC, DOCX, JPG or PNG, up to 40MB and 500 pages). For a Contract template, you can choose Use Agreement editor instead and type the text.
  4. Under Fields, choose the profile details to pre-fill, such as name or address.
  5. Under Signers, add the people who sign after the freelancer. Each internal signer must be a teammate in your account. To add someone outside your account, click Add external signer via email (not available for Contract templates).
  6. Click Setup agreement. The agreement editor opens.
  7. Place the signature and pre-filled fields on the document, then save your changes in the editor.

You'll see "Agreement template has been saved." and the template shows as Active in the list.

Contact Worksuite Support to set up a template when:

  • It uses custom job opening or Task fields.
  • Specific fields must be assigned to a specific signer, or marked as required.
  • The template shows "Agreement file and fields are not editable. Please contact support if you need to do so."

Add an agreement to a workflow

Important: Adding an agreement to a workflow that's already in use sends it to everyone in that workflow. To use it only for new freelancers, duplicate the workflow, add the agreement to the copy, and use the copy from now on. See How to Manage Workflows: Stages, Stage Managers and Moving Talent.
  1. Go to Workflows → Workflows, open the workflow and click Edit workflow.
  2. Open the existing Sign agreement stage, or add one with Partner-facing stage → Sign agreement.
  3. Under Select agreements, choose one or more Active templates.
  4. (Optional) Tick Wait for the stage manager confirmation before sending if a teammate should approve each agreement before it goes out.
  5. Click Save workflow.

You'll see "Workflow has been updated." Freelancers get the agreement when they reach that stage.

Agreements in a Sign agreement stage are listed alphabetically. To set the signing order, start each name with a number, such as "1 - NDA" and "2 - Services Agreement". If you need a fixed order without renaming, contact Worksuite Support to turn on agreement ordering.

For a policy that freelancers only need to read, use a content stage with an acknowledgement checkbox instead of an agreement. See How to Add Content to a Workflow Stage.

Roll out a new version of an agreement

After a template is set up, you can't replace its file. To roll out a new version, create it as a new template, using the steps in Create a template. Adding a version number to the Agreement name helps your team tell versions apart.

New agreements sent from the new template use the new version. Agreements that were already sent or signed don't change.

To have current freelancers sign the new version, send it to them:

  • To everyone: for a One-off template, open the template's three-dot menu in Settings → Templates → Agreement and click Send to all partners. It goes to every freelancer in your talent pool who isn't archived and hasn't received that template yet.
  • To one person: open their talent profile, go to Documents and click Send from template.

To give new freelancers the new version, duplicate the workflow, swap in the new template on the copy, and use the copy from now on. Swapping it into a workflow that's in use sends it to everyone in that workflow.

Correct and resend an agreement

Pre-filled details such as name, company and address come from the freelancer's profile at the moment the agreement is sent. Changing the profile later doesn't change an agreement that was already sent.

To correct an agreement that isn't part of a Contract:

  1. Ask the freelancer to update their profile or tax information, or update it for them.
  2. Open their talent profile and go to Documents.
  3. In Agreements, open the three-dot menu on the old agreement and click Delete.
  4. Click Send from template, choose the template and send it.

The freelancer gets a new agreement with their current details.

If your account has Regenerate turned on, you can use it instead while the agreement shows Sent or Processing. Open the agreement's three-dot menu and click Regenerate. It issues a new agreement with the current details, notifies the freelancer and keeps the old version on record. If the freelancer already signed, regenerating discards their signature and they sign again. Regenerate is available on request from your Business Solutions Architect.

Contract agreements can't be deleted from the talent profile. If a freelancer rejects a Contract agreement, the Contract moves to Rejected. It isn't cancelled. Fix the details, then contact Worksuite Support to replace the agreement.

Countersign agreements

  • Agreements outside a Contract: go to Workflows → Documents → Awaiting signature. This item appears only when something is waiting for your signature.
  • Contract agreements: open the Contract and click Preview and sign.

If a signer comes from a field on the job opening or Task, such as a manager, fill that field in every time. A blank signer field stops the agreement from being created, and you'll see "The signer field is not defined."

To change the signer on an agreement that was already sent, contact Worksuite Support. The agreement is created again, so a freelancer who already signed has to sign again.

Download agreements

  • Signed agreements: open the talent profile, go to Documents, and click Download in the agreement's three-dot menu. This option appears only after everyone has signed.
  • Before signing: open the agreement's preview on the Contract or in the onboarding stage and click Download or Download PDF to get an unsigned copy, for example for a legal review.
  • The template itself: in Settings → Templates → Agreement, open the template's three-dot menu and click Preview. Some older templates show "Preview is not available for this template". Contact Worksuite Support for a copy.
  • Signed agreements in bulk: contact Worksuite Support with the freelancers or date range you need.

Upload an agreement signed outside Worksuite

  1. Open the talent profile and go to Documents.
  2. Click Upload signed agreement and follow the prompts.
  3. If the freelancer is waiting on a Sign agreement stage, go to Workflows → Workflows, open the workflow, find them and choose Move to stage from their row actions. Pick the next stage.

The agreement appears under Agreements on their profile, and their workflow continues from the stage you picked.

Archive unused templates

Important: Archiving can't be undone from your account. Agreements from this template that the freelancer hasn't signed yet are removed. Agreements they already signed stay on their profile, and any still waiting for your team's signature can be completed. Archive a template only after the agreements sent from it are signed.
  1. Go to Settings → Templates → Agreement.
  2. Open the template's three-dot menu and click Archive, then confirm.

You'll see "Agreement template has been archived." The template is removed from every workflow and selection list. A template that was never sent is deleted instead of archived. There's no option to restore an archived template yourself, so contact Worksuite Support if you need one back.

Troubleshooting

"Invalid Contract status: under_review"

You can add an agreement to a Contract only while the Contract is in Signing. Under review means its internal stages aren't finished. Complete or approve those stages, then add the agreement.

Fields are empty on the agreement

The freelancer's profile didn't have those values when the agreement was sent. Have them update their profile, then delete and resend the agreement.

You don't see Delete on an agreement

Delete appears on agreements that aren't part of a Contract and show Sent or Completed. Contract agreements and agreements in Processing can't be deleted.

You don't see Settings → Templates → Agreement

Only admins can manage agreement templates. If you're an admin and still don't see it, ask your Business Solutions Architect to turn on e-signature agreements.

Support/Resources

Still have questions about agreement templates? Click Support in the bottom-left corner of Worksuite to contact our Support team, or email support@worksuite.com. Including a link to the page you're on and a screenshot helps us answer faster.