Terms and Conditions for Policies

Terms and Conditions (T&Cs) 

Terms and Conditions are a key feature used in the onboarding process. This feature allows your new employees to acknowledge any general policies and other documents before they are approved in your platform.

Some examples of T&C documents include: 

• Employee Handbook
• Terms and Conditions of Employment
• Policies and Procedures, i.e. Uniform Policy, Information Security, Equal Opportunity

This article will cover:

• How do Terms and Conditions work?
• How Terms and Conditions can be added to your onboarding process
• Reporting for Terms and Conditions

  Please note: Terms and Conditions are used for general policies that apply to all (or a specific group of employees) and do not contain an employee's personal information.

  For documents, such as Employment Agreements and Letters of Offer that require an employee's personal information, please refer to our article on the Document Library. 

How do Terms & Conditions work? 

Terms and Conditions are an efficient method of communicating significant policy and procedural updates to your employees.

Terms and Conditions work by linking a PDF policy document, saved in your Platform Files library, with your Onboarder.

This allows new employees to agree to your policies during onboarding, or your current workforce when any new T&Cs are introduced.

 

T&C During Onboarding

During the onboarding process, new employees can view any policies linked to your platform's Onboarder using Terms and Conditions. To view a policy, select the hyperlink.

Please be informed that the T&Cs are generally mandatory, this means employees cannot proceed with onboarding until they have agreed to any T&Cs. 

Below is an example of a Term and Condition called 'Uniform Policy' which is a policy that employees agree to as part of their onboarding.

  Hot tip: If you require documents with employee signatures or data placeholders, such as employment contracts, please refer to our Document Library article.

T&C for Approved Employees

Approved Employees can access policies they have previously confirmed, enabling them to quickly review any policies through their Employee App.

Employees can access T&C from the main menu > View Profile > Documents/ Other.

When a new T&C is added to your platform, your existing workforce is notified in the Employee App that a new T&C requires acknowledgement.

Below is an example of a Term and Condition called 'Uniform Policy'. This policy has been automatically issued to a current employee Amy for her to acknowledge. 

How to add a Term & Condition to an Onboarder

There are a few steps involved when adding a new Terms & Conditions to your onboarding process. Below is the workflow:

To add a new term and condition document to your Onboarder:  

1. To upload a new PDF policy, follow Steps 1-8 in the To add a document in Platform Files article. 
   
     Hot tip: Terms & Conditions can be used with Tags, allowing you to filter T&Cs to a specific group of employees for approval.
   
   If you're using tags, please make sure they have been reviewed prior to proceeding.
2. Once you have completed the above items, please email [e-mail]. We will add this mandatory item to the Onboarder and apply any tags. 
3. All new employees will confirm the new T&C during onboarding, and existing employees will be notified of the new T&C the next time they log in. 

Terms & Conditions reporting

If you're looking to keep track of which employees have accepted your Terms and Conditions, as well as when they did so, we have two solutions available.

• • In the Employee's Profile > Compliance > Mandatory Requirements, Acknowledgements & Additional Information.
    • This option lists all Terms and Conditions that have been accepted by an employee and can be best used when conducting pre-employment checks.

  For more information, please refer to our article on Adding, onboarding, and setting up a new employee.

• • Using the Terms & Conditions Report.
    • This option lists all employees who have accepted or are yet to accept the terms and conditions.
    • This report can also be filtered to view specific T&Cs and can be exported. 

  Please note: this report is updated at 3am daily. Policies accepted today will be displayed in the report tomorrow.

To run the report:

1. Navigate to Reports > Workforce and select Terms & Conditions.
2. Use the filters to view terms and conditions for:
   • Specific Employees
   • Employee Status
   • Terms & Conditions (Specific Policy)
   • Employment Type
   • Office codes
3. Select Submit. You can also Export the data into a CSV, PDF or Print.