How to Check Contract Acknowledgement Status in Atlas
Keeping track of contract acknowledgements is simple with Atlas. Here’s how you can quickly find the status and maintain a clear online paper trail: Employment contracts are central to HR operations, and the Atlas platform offers tools to streamline their management. Contracts can be personalised, distributed to employees, and tracked to ensure timely acknowledgements and signatures.
Additionally, Atlas manages contract documents and signatures separately, ensuring that signatures are accessible but not embedded directly into downloaded documents.
How to Distribute Employment Contracts
To distribute an employment contract to an employee, follow these steps:
Access the Documents section.
Navigate to Company Documents > Contracts and Handbooks > Personalised Contracts.
Locate the intended contract for the employee.
Select the Actions (three dots) menu next to the contract.
Click Distribute to send the contract to the employee for review and signature. Once the contract is distributed, the platform tracks its status to ensure signatures are received in a timely manner.
Viewing Acknowledgement Status for a Specific Contract
Navigate to the Contract:
Go to Documents > Company Documents > Contracts and Handbooks > Personalised Contracts.
Check the Status:
Click on Actions next to the relevant contract, then select View.
Look for the Acknowledgement Status section.
Black date and time stamp: The employee has acknowledged the contract.
Green date and time stamp: The employee has signed the contract. Click the green date to view their signature. Employees are notified once a contract is distributed and are guided through the platform's electronic signing process, eliminating the need for any additional manual uploads or offline actions.
In Atlas, contract documents and signatures are managed separately. This means that while the system allows you to view the signature associated with a contract, the signature is not embedded directly into the downloaded document. This is expected behaviour and does not indicate an issue with the system.
Reporting on All Contract Acknowledgements
Want a full overview? You can generate a report showing all contract acknowledgement dates:
Go to Reporting > New Reports > Document Reports > Distributed Documents.
Set the Start Date to when you joined Citation.
Filter by:
Document Folder: Contracts and Handbooks
Document Category: Employee Contract
Click Apply Filters.
Export the report for a complete list of acknowledgement dates.
Top Tip:
Always check for the colour of the date stamp to distinguish between a simple acknowledgement (black) and a signed contract (green).
Obtaining a Fully Signed Document
If you need a fully signed document with the signature embedded:
Export the contract from Atlas.
Send the exported document externally for signature using an appropriate tool or platform.
Once the document is signed externally, you will have a completed, signed copy with the signature embedded directly into the file.
Need more help?
Contact our support team for further guidance or troubleshooting.
Common Issues and Troubleshooting Tips
Issue: The downloaded contract appears unsigned.
Solution: This is normal behaviour in Atlas. Follow the steps above to obtain a fully signed document.
Issue: Unable to locate the signature in the system.
Solution: Ensure you are accessing the correct section of the system interface, such as the "Employee Action" section, to view the signature.