Verträge — Employment Contracts Guide

What it does

The Contracts feature generates professional PDF employment contracts from customizable templates. You create contract templates with placeholders in your organization settings, then generate personalized contracts for each employee with one click. The generated PDF pulls in the employee's name, salary, position, start date, and all other details automatically.

How to set up

1. Create contract templates — go to Organization > Contract Templates. Click "New Template" and give it a name and language (German, French, or English).
2. Write the template content — use the rich text editor to write your standard employment contract. Insert placeholders where employee-specific data should appear — for example, the employee's name, address, position, salary, start date, work percentage, and vacation days.
3. Set a default template — mark one template per language as the default. When generating a contract, this template is pre-selected.
4. Create multiple templates if needed — you might want different templates for permanent employees, temporary staff, or management positions.

Daily use

Generating a contract for a new hire

1. Go to the employee's profile and open their salary configuration.
2. Click Generate Contract.
3. Review the pre-filled fields — employee name, address, birthdate, position, salary, weekly hours, work percentage, vacation days, and 13th-month salary.
4. Select which template to use (the default for the employee's language is pre-selected).
5. Click Preview to see the final PDF before committing.
6. Click Generate to create the PDF. It is attached to the employee's record and can be downloaded at any time.

Updating a contract

When an employee's compensation or role changes:

1. Create a new salary configuration with the updated details.
2. Generate a new contract from the new configuration.
3. The previous contract remains in the history for reference.

Managing templates

• Duplicate a template to create a variation without starting from scratch.
• Edit an existing template — changes only affect future contracts, not already generated PDFs.
• Delete templates you no longer need. Generated contracts are not affected.

Works together with

• Salary Calculator — each contract is linked to a salary configuration. The salary, work percentage, and deductions come from the calculator.
• Employees — contracts are generated from the employee profile and stored on their record.
• Organization Settings — company name, address, and other details are pulled from your organization profile into the contract template.

Tips

• Generated PDFs are snapshots. Editing a template after generating a contract does not change the PDF. The contract reflects the data as it was at generation time.
• Use the preview before generating. This lets you catch any formatting issues or missing placeholders without creating a permanent record.
• One default template per language keeps things simple. Most organizations need just two or three templates (one per language they operate in).
• Templates support all standard formatting — headings, bold, italic, lists, and tables. Design your contract to look professional on paper.