If your workspace is moving from job openings to Contracts, a few things need to exist on the Contracts side before you create your first Contract: custom fields, agreement templates and workflows. This checklist walks you through each one in the order to build them, so your first Contracts collect the same details and paperwork your job openings did.

Who can do this: Admins

Availability: Contracts must be turned on for your workspace. Contact Worksuite Support to enable it. Once it's on, you'll see Contracts in the left menu.

Your workspace may use different names for Contracts, job openings or Partners. The steps are the same.

TABLE OF CONTENTS

Before you start

  • Make a list of what your job openings use today: their custom fields, the agreements talent sign (for example, an ICA, NDA, MSA or SOW) and the onboarding workflows attached to them.
  • Nothing is copied from job openings to Contracts automatically. You rebuild each piece once, then reuse it on every Contract.

1. Recreate your custom fields for Contracts

Contracts have their own set of custom fields, separate from job openings. They support the same field types.

Important: Set up your Contract custom fields before you create your first Contract. Once a Contract exists, you can still add fields, but you can't change whether an existing field is mandatory or edit its existing options.
  1. Click the gear icon at the bottom of the left menu. Settings opens.
  2. Click Custom fields.
  3. Click Contracts. The Custom fields for Contracts editor opens.
  4. Add each field your job openings use.
  5. Click Save.

You'll see "Custom fields for Contracts have been saved."

2. Create agreement templates for Contracts

Contracts only offer agreement templates of the Contract agreement type. Your job opening agreements won't appear, so create a Contract version of each one.

  1. Open Settings and, under Templates, click Agreement.
  2. Click Add template.
  3. In Choose the agreement type, select Contract agreement.
  4. Upload your agreement file or write it in the editor, and set the signers.
  5. Click Save template.

You'll see "Agreement template has been saved." Repeat these steps for each agreement.

3. Update your onboarding workflows

Your onboarding workflows keep running when you invite talent. If a workflow uses an Assign task action to give people work, you can have it create a Contract instead:

  1. In the left menu, go to Workflows → Workflows and click Edit on the workflow.
  2. Click Add action stage, or open an existing action stage.
  3. Click Add an action and choose Create Contract.
  4. Set up the Contract in the side panel that opens.
  5. Remove the Assign task action from its action stage, so talent don't also get a task.
  6. Click Save workflow.

When talent reach that stage, Worksuite creates the Contract for them.

4. Build your Contract workflows

Contract workflows run on a Contract itself, for example to collect details or signatures before the Contract is accepted.

  1. In the left menu, open Contracts. Under Templates, click Contract workflows.
  2. Click Add Contract workflow and add your stages.

For the full steps, see How to Create a Contract Workflow.

5. Create your Contract templates

A Contract template brings the pieces together: your fields, your Contract agreement and your Contract workflow. You pick a template each time you create a Contract.

  1. In the left menu, open Contracts. Under Templates, click Contract templates.
  2. Click New Contract template and set it up.

For the full steps, see How to Create and Manage Contract Templates.

When your templates are ready, you can start creating Contracts. See How to Create a Contract.

What happens to your existing job openings

Turning on Contracts doesn't convert anything. Job openings, candidates, tasks and invoices you created before stay as they are, and nothing moves into Contracts on its own.

If you have work in progress on job openings, contact Worksuite Support to plan when to switch each piece of work over to Contracts.

Support/Resources

Still have questions about moving from job openings to Contracts? 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.