How to Personalize Employee Contracts and Manage Employee Groups in Atlas
Personalising employee contracts and managing employee groups in Atlas is a straightforward process when you follow the correct steps. This guide provides an overview of the process, detailed instructions, and solutions to common issues.
Overview of Contract Personalisation
Atlas allows HR administrators to customise employment contracts for individual employees. This ensures that each contract reflects the specific terms and conditions relevant to the employee. Additionally, employees can be grouped for easier management.
Steps to Personalise Contracts
Access the Contract Template: - Navigate to the contract template you wish to personalize.
Personalise the Contract: - Click on the Personalise button. This option allows you to edit the contract to include employee-specific details. Ensure all required fields are completed.
Add Employees to a Group: - After personalising the contract, select Add employees to group. Note that employees must be added one by one.
Distribute the Contract: - Once the contract is personalised and employees are added to the group, proceed to distribute the contract.
Common Issues and Solutions
Employees Not Appearing for Contract Personalisation or Distribution
If employees are not visible when personalising or distributing contracts, follow these steps:
Check Employee Records: Ensure that each employee’s record includes both a Site and an Employment Type. The Location and Employment Type selected during personalisation or distribution must match the Site and Employment Type saved in the employee’s record.
Create Departments: If employees are not assigned to a department, they may not appear. To resolve this:
Navigate to Main Menu > Company.
Scroll down to Departments.
Create a department and assign the relevant employees.
Return to the contract personalisation and search again.
"No Employees Available" When Uploading Documents
If you see a "no employees available" message while uploading documents in the Appraisal & Reviews section, adjust your settings as follows:
Go to Main Menu > Company > Site Groups.
Turn off the relevant toggle for Site Groups.
Log out and log back in to refresh your session.
Retry the upload in the Documents area.
Worker Agreements and Site Group Configurations
For worker agreements, ensure employees are added to the relevant group during the Personalise flow. If the list still does not populate:
Verify the configuration under Company > Site Groups. Site Groups should remain off.
Issue: Only the "Distribute" Option is Visible
If you only see the option to distribute the contract and not to edit or personalise it, follow these steps:
Go to the Dashboard → Contract Personalisation → Update to edit and personalise the contract before distributing it.
This ensures that you can make the necessary changes to the contract before it is sent to the employee.
Distributing Employment Contracts
Contracts in Atlas are distributed to individual employees based on their personalised records. Key points to note:
A contract will only be sent to the person it is assigned and personalised for.
The Bulk Distribute feature does not send a single contract to all employees. Instead, it distributes contracts individually to those for whom personalisation has been completed.### Editing Personalised Contracts To edit a personalised contract, such as changing contracted hours:
Navigate to My Area → Documents → Personalised Contracts.
Locate the employee’s contract and click Actions → Update.
To edit text:
Highlight the coloured field in the relevant section and delete the existing value.
Place the cursor directly next to the preceding text, press the space bar, and type the new content.
Click Update for each edited area.
Finally, click SAVE at the bottom of the screen to ensure all changes are saved.
Additional Tips for Managing Employee Groups
Ensure that all employee details are accurate before adding them to a group.
Regularly review and update group memberships to reflect organisational changes.- Contracts must be personalised for each employee before distribution. Without personalisation, the contract cannot be sent.
Always assign a Site and Employment Type to each employee’s record.
Keep Site Groups toggled off unless specifically required for your organisation’s setup.
By following these steps and tips, you can efficiently personalise, distribute, and edit employee contracts, as well as manage employee groups in Atlas.
FAQs
Q: What should I do if employees still don’t appear after following these steps? A: Double-check that all employee records are complete and match the criteria selected during the process. If issues persist, contact your system administrator for further assistance. Q: Can I customise worker agreements for specific scenarios? A: Yes, submit amendment requests through the designated HR documents channel for contract amendments.