Employee Contract Template

Overview

The Contract Template module in Semsto allows administrators and HR managers to create and manage predefined contract templates for both employees and clients. This ensures consistency, saves time and reduces manual errors when generating contractual documents.

Each contract template can include dynamic placeholders (tags) that automatically fetch data such as employee or client details when the contract is generated.

Purpose
The Contract Template module helps organizations to:
  • Create reusable contract templates for employees or clients.
  • Manage the status (Active/Inactive) of each template.
  • Use predefined tags for auto-filling information from the system.
  • Maintain consistency in legal and business documentation.
Contract Template List Page
The Contract Template List page displays all created templates in a structured table view, showing the name, type and status of each template.
Field Description
Field Name Description
Action Provides options to View, Edit, Duplicate, or Delete templates.
Status Displays whether the template is Active or Inactive.
Template Name Shows the name given to the template (e.g., “Employee Agreement”, “Client Contract”).
Template For Indicates whether the template is for Employee or Client.
Other Functionalities
  • Search Bar: Search templates by name or type.
  • Filter by Status: Filter templates based on Active or Inactive status.
  • Add Contract Template: Opens a popup to create a new template.
Add Contract Template Page
The Add Contract Template form is used to create or modify a contract template.
Fields Description
Field Name Description
Template Name Enter the name of the contract template (Mandatory field).
Template For Select whether the template is for Employee or Client.
Content Enter the template content using the rich text editor. You can include formatting (bold, italic, underline, bullet points, etc.).
Status Choose whether the template is Active or Inactive.
Available Placeholders for Employee Templates
These placeholders automatically fetch employee data into the contract:
  • %EMPLOYEE.NAME%
  • %EMPLOYEE.EMAIL%
  • %EMPLOYEE.MOBILE.NO%
  • %EMPLOYEE.ADDRESS%
  • %EMPLOYEE.DESIGNATION%
  • %EMPLOYEE.JOINING.DATE%
  • %EMPLOYEE.LEAVING.DATE%
These placeholders automatically fetch client data into the contract:
  • %CLIENT.NAME%
  • %CLIENT.EMAIL%
  • %CLIENT.MOBILE.NO%
  • %CLIENT.ADDRESS%
  • %CLIENT.COMPANY%
  • %CLIENT.CONTACT.PERSON.NAME%
  • %CLIENT.CONTACT.PERSON.MOBILE%
  • %CLIENT.CONTACT.PERSON.EMAIL%

Buttons

  • Save: Saves the new contract template into the system.
  • Close: Cancels the process and closes the form without saving.
How to Add a Contract Template
  1. Navigate to Contract Template under the relevant menu.
  2. Click + Add Contract Template.
  3. Fill in the following fields:
    • Enter a Template Name.
    • Select Template For (Employee or Client).
    • Add the Content with placeholders for dynamic data.
    • Set Status as Active or Inactive.
  4. Click Save to save your new template.
How to Edit, View, or Delete a Template
  • Edit: Click the pencil icon to modify the template details and click Save after making changes.
  • View: Click the eye icon to preview the template's content.
  • Duplicate: Use the copy icon to create a new version of an existing template.
  • Delete: Click the trash icon to remove a template (confirmation required).
Example Use Case
Scenario
The HR manager wants to generate a new employment contract for a new hire.
  1. The HR manager creates a Contract Template with placeholders like %EMPLOYEE.NAME%, %EMPLOYEE.DESIGNATION% and %EMPLOYEE.JOINING.DATE%.
  2. When generating the contract for a specific employee, these placeholders automatically fill in with the employee's actual information.
  3. The final document is ready for review and signature without manual editing.