Workflow template for Tallyfy

Employment Contract Preparation and Execution

This process walks you and your team through every step of preparing, reviewing, and signing an employment contract - from pulling together the right details to filing the fully executed document. Note: this template is for informational and workflow purposes only. It does not constitute legal advice. You should have a qualified attorney review all employment agreements before they're signed.

8 steps

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Process steps

Gather employee and position details

1 day from previous step

task

Before you can draft anything, you'll need to pull together the key details about the new hire and the role. Collect the employee's full legal name, start date, job title, department, and direct manager. Also confirm whether the position is full-time or part-time, remote or on-site, and exempt or non-exempt under applicable wage laws. Having this all in one place saves you from back-and-forth later.

Select appropriate contract template

1 day from previous step

task

Your organization likely has more than one contract template - for example, one for standard employees, one for executives, and one for contractors or fixed-term hires. Choose the version that fits this hire's classification. If you're unsure which template applies, check with your legal team before moving forward. Using the wrong base template can create compliance headaches down the road.

Customize terms and compensation

1 day from previous step

task

Fill in the role-specific terms using the details you gathered in step one. This includes base salary or hourly rate, bonus structure, equity if applicable, benefits eligibility, PTO accrual, and any sign-on arrangements. Make sure the compensation figures match what was communicated verbally during the offer stage. Discrepancies here erode trust before the person even starts.

Add non-compete and confidentiality clauses

1 day from previous step

task

Insert the appropriate non-compete, non-solicitation, and confidentiality provisions based on the role and the jurisdictions involved. Not all states or countries enforce non-competes, so you'll want to confirm what's permissible where the employee will be working. Confidentiality clauses covering trade secrets and proprietary information are generally enforceable and should always be included.

Legal review

1 day from previous step

task

Send the draft contract to your legal counsel or in-house attorney for review. Ask them to flag any clauses that may be unenforceable, outdated, or inconsistent with current employment law in the relevant jurisdiction. Allow adequate turnaround time - rushing legal review is a common source of costly mistakes. Incorporate all recommended edits before the contract moves to approval.

Manager and HR approval

1 day from previous step

task

Route the reviewed contract to the hiring manager and HR lead for final sign-off before it goes to the employee. The manager should confirm that all role details and compensation terms are accurate. HR should verify that the contract aligns with your organization's policies, grading structure, and any applicable collective agreements. Document both approvals before proceeding.

Send for employee signature

1 day from previous step

task

Deliver the approved contract to the new hire via your organization's preferred signing method - whether that's an e-signature platform or a physical document. Give them a clear deadline and let them know they can ask questions before signing. Once they've signed, countersign on behalf of the organization to complete execution. Confirm that all parties have a copy of the fully executed agreement.

File executed contract and set reminders

1 day from previous step

task

Upload the signed contract to your HRIS or secure document management system and link it to the employee's personnel file. Set calendar reminders for any time-sensitive provisions - such as probationary period end dates, contract renewal windows, or benefit eligibility milestones. A well-filed contract is only useful if you can find it and act on it when it matters.