Employment Letter & Agreement Generation

Free up time for the HR team by automating standard, low risk letters and agreements

The Challenges

Employee letters and agreements are business-critical documents that are often manually administered by the HR team. While it is common for this process to be managed using spreadsheets and mail-merges, this method still requires HR teams to engage in significant manual data entry which leaves room for human error and takes their focus away from the people and into the process. Subsequently, the employee experience is impacted too, requiring employees to engage with HR through manual workflows in collecting information and signing documents.

How Checkbox Solves Employment Letter & Agreement Generation

Challenges

How Does Checkbox Address It?

High turn-around time for  documents which can slow down business deals. For both business users and the legal team, the manual collection of client data for the contract is time-consuming and repetitive.

Checkbox builds in smart, dynamic forms with complex rules and decision-tree logic, including calculations and weighted scoring, empowering business users to self-serve without requiring input from the legal team. 
 
These documents are automatically customised and can feature: 
 
1. Conditional clauses – only the relevant clauses are inserted into the document and numbered automatically. 
 
2. Dynamic tables to structure information in rows and columns that are adjusted automatically to the content. 

High risk of human error from manually creating contracts, and non-compliance if the incorrect, or an outdated template is used. 

The generation of documents is automated by populating an underlying master template which is compliant by design. 

Manual look up and rekeying of data from multiple sources, such as CRM systems. 

Data required for the documents is automatically retrieved from various systems including Hubspot, Salesforce, and SharePoint through REST API. 

Clients experience a tedious and lengthy contract signing process by having to download, sign and re-send their contract. 

Leverage e-signature in Checkbox to provide an effortless experience for clients and 
reduce friction and time to execution. 

Horizontal view of the approval and contract status is lost through back-and-forth emails.  

Track the real-time status with Checkbox dashboards where information such as contract status, e-signature status, and approval timestamps can be displayed.  

Minimal visibility on the finalised document post-signature. 

Generated and signed documents are all stored in Checkbox and can be sent to store in other document repository systems such as Google Drive, SharePoint, iManage, or NetDocuments.

How Does Checkbox Automate This?

1. Collect or pre-fill employee details:

Checkbox’s form-based user-interface allows new employees to quickly and easily provide their basic details, and can capture information dynamically depending on the employee’s role, pay grade etc. Checkbox also offers bulk-upload functionality to enable HR-led process initiation for current employees leveraging existing data.

2. Generate a draft letter or agreement for HR/Hiring manager review:

Any approvals required from HR supervisors or hiring managers can be seamlessly captured using Checkbox’s human-in-the loop workflow functionality. Approvers can be sent a draft letter or agreement, which they can approve, edit or send back for further information.

3. Send a finalised document to employee for e-signature:

Once finalised, Checkbox’s out-of-the-box e-sign integrations can be used to automatically send the document to all required signatories and cc’ed parties, before returning to the Checkbox platform as a fully signed agreement.

4. Monitor the status of all agreements and letters at-a-glance:

Process administrators can use Checkbox Dashboards to manage and monitor the progress and audit trails of all letters and agreements. Dashboards also allow for bespoke analytics on data captured and time taken to support organisational efficiency initiatives.

Benefits

  •  Seamless information capture
    Complete employee information intake in minutes with an intuitive form-based digital interface.
  •  Dynamic letter and agreement generation and approval 
    Generate bespoke letters and agreements that are error-free and compliant every time, making approval easy and minimising inefficient back-and-forth in the process.
  •  Rapid bulk generation of letters and agreements
    Bulk-generate letters with just a few clicks to empower HR teams to maintain speed and accuracy through busy periods.
  •  Intuitive digital signing
    Makes the document-signing process paper-less and painless, with native e-signature tools and in-built reminders allowing for quick and easy signing by all parties.
  • Comprehensive audit trails and process management tools
    Monitor and manage all letters and agreements at-a-glance through Checkbox dashboards and audit trails. Gain valuable process insight through assessment time-tracking and response analytics to support organisational efficiency at scale.
  • Improve maintainability  
    Through no-code, the solution can be easily and independently modified for any contract content, logic or format changes.

Key Features

  • No code app builder & studio
  • Smart and dynamic forms
  • Decision-tree logic
  • Document automation and generation
  • Automated email notifications
  • E-signature and contract status tracking
  • Integrations with third-party systems
  • Tailored dashboards

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