Staff/Employee Contract Generation

You can either watch the below video or read the step by step guide.

With the continued effort to make TEAMS more efficient and smart for you, we always try to make changes and add new things to TEAMS. 

Staff/Employee contracts are an integral part of an organisation. Contract management proves to be a very time-consuming element of business, which facilitates the need for an effective and automated contract management system. TEAMS manages your student’s data but now TEAMS can help you to have those contracts generated for your staff to make your life easy. With keeping everything in mind, we have introduced a new tab for you to capture your staff contracts details.

New Tab

On the user entry screen (TEAMS > Setup > Organisation), a new tab has been introduced as HR with below data entry fields:

  • First Name
  • Last Name
  • Contract Start Date
  • Contract End Date
  • Signed Contract Due Date
  • Job Title
  • Employment Type
  • Weekly Hours
  • Annual Package
  • Hourly Rate

The above-mentioned fields are not mandatory i.e. you can save screen without filling any information.

First Name: You can enter the first name of the staff/employee.

Last Name: You can enter the last name of the staff/employee.

Contract Start Date: You can enter the start date of the staff contract.

Contract End Date: You can enter the last day of the staff contract.

Signed Contract Due Date: It is used to capture the due date of the contract i.e a date by which your staff should sign the contract.

Job Title: You can add as many as job titles from the user code screen (TEAMS > Setup > Organisation). On the User codes screen, select Code Type as Position and then you can create the job titles / positions as follows: 

The positions created on this screen will become Job Title drop down options.

You can select the Job Title as per your staff/employee designation.

Employment Type: This is also a drop-down, you can create drop-down options from the user code screen for code type as employment type.

Examples: Full Time, Part Time, Casual, Probation etc.

Weekly Hours: You can update hours per week for the staff/employee here.

Annual Package: A text field to enter the annual income. The system will automatically add $ (dollar) symbol in the beginning of the amount and , (comma) as per the number format.

Hourly Rate: It is used to update the rate per hour for the staff/employee here. It is same as Annual Package field.

In this way, you can update contract related information in these data entry fields.

Staff Employment Contract Report

Once you have updated data into these fields then you can have these fields printed into the Staff Employment Contract report. When you are on the report templates screen, search for the report as Staff Employment Contract. You can download the original TEAMS  template which is UserMailMerge.dot. 

All of the fields which are on the HR tab of User entry screen have been added as merge fields into the report as follows:

You can add these merge fields into your customised staff contract and upload it to report template screen. 

How to generate the Staff Employment Contract

To generate the report, you need to make sure that Address fields are updated for the user for which you want to generate the report. 

You can’t leave the address fields empty because then you won’t be able to load the user for which you want to generate the contracts.

Now, go to TEAMS > Marketing > Merges > Mail Merge. When the screen opens, select the object as User and click Next.

Look for the user from username lookup for which you want to generate the report. You can generate this report for more than one user too.

Once you have selected the user, click Next. You will be directed towards the Mail Merge Step 3 – Mail Merge selection screen where you’ll see your selected users.

On the Mail Merge Step 3 – Message Selection, select the custom template i.e. which you have uploaded in the report template screen for Staff Employment Contract report and then click on the Finish button.

See below the screenshot of the generated report for new merge fields.

Still having trouble?

If you’re having any difficulty or have questions that you can’t find answers here, please feel free to send us an email at support@rtosoftware.com.au or call us on 1300 85 05 85.
We’re happy to help!