Employment contracts for candidates

Before recruiters can use employment contracts for a candidate, HR administrators must enable Employment Contracts for an organization. Contract administrators must set up and create employment contracts that are available to candidates. They can also review employment contracts.

See the Infor HR Talent User and Administration Library (Cloud and On-premises) and select Administrator > HR Talent Setup and Administration.

See the Infor HR Talent User and Administration Library (Cloud and On-premises) and select Administrator > HR Talent Employment Contracts Administration.

You can offer one employment contract to the candidate for each job application.

Employment contracts that meet these requirements are used for internal and external candidates in Talent Acquisition:
  • Status is Approved
  • Candidate contract template is selected
  • Employee contract template is selected
  • Use For Candidate field is selected
  • Position that is used to hire a candidate in the requisition is defined

Employment contract sections and contract templates are set up by the contract administrator.

See the Infor HR Talent User and Administration Library (Cloud and On-premises) and select Administrator > HR Talent Employment Contracts Administration.

Recruiters can modify certain values in the contract, such as the begin date, end date, and duration, before presenting the employment contract to a candidate.

Recruiter administrators can customize the default values of the display logo and the offer review instructions for an employment contract.

See Adding offer review instructions and Adding offer review validation.

This table shows the different scenarios for hiring a candidate with an employment contract:
Scenario Description
Candidate accepts the employment contract The employee contract is created using the sections of the candidate template.

The employee contract status is Accepted.
Candidate declines the extended contract The employee contract is created using the sections of the employee template.

The employee contract status is Draft.
The details of the employment contract have changed since the candidate contract is accepted The employee contract is created using the sections of the candidate template.

The employee contract status is Draft.

Defining offers with an employment contract

Employment Contracts are created for newly defined offers.
  1. Click Requisitions.
  2. From the job list, select a requisition.
  3. Select a job application:
    1. To select a new job application from a workflow step, click Workflow.
      To select a job application from all candidates of a requisition, click All.

      To select a job application with an uploaded resume, click Resume.

    2. Right-click a job application and select Define Offer.
  4. Specify this information:
    Employment Contract
    Select the employment contract to use for the PDF document of the contract.
    When you select an employment contract, all the default values for the contract are displayed including the contract template.
    Begin Date
    Optionally, specify the start date of the employment contract of the candidate. You must specify a later date than the Contract Begin Date.
    If the candidate is not hired for the entire term of the contract, you can specify a later begin date.
    In this case, the begin date is equal to or later than the Contract Begin Date. For example, the Contract Begin Date is January 1, 2026. You must specify a begin date that is later than or on January 1, 2026.
    End Date
    Optionally, specify the end date of the employment contract of the candidate. You must specify an earlier date than the Contract End Date.
    If the candidate is not hired for the entire term of the contract, you can specify an earlier end date.
    In this case, the end date is equal to or earlier than the Contract End Date. For example, the Contract End Date is December 31, 2026. You must specify an end date that is earlier than or on December 31, 2026.
    Duration
    Optionally, specify the duration of the employment contract in numerical units.
    If the duration is not specified but the begin date, end date, and duration unit are specified, the duration is calculated.
    Duration Unit
    If the duration is specified, select the unit duration of the employment contract.
  5. Click Submit.

Creating offers with an employment contract from the requisition

An employment contract for a candidate is created from the contract template in a .pdf file. Recruiters can create an offer letter and employment contract simultaneously when the offer letter template is selected.

Based on the approved defined offer, a new tab is opened automatically. The tab is opened after you create an offer letter and employment contract for a requisition. If there are paragraphs in the offer letter template, the .pdf file is displayed on the new tab. If the offer letter template is a document template, the .pdf file is displayed on the new tab.

The offer letters and employment contracts are available within the job application using these file name formats:
  • OfferLetter_firstname_lastname_yyyymmdd_nnnnnn.pdf or OfferLetter_firstname_lastname_yyyymmdd_nnnnnn.rtf
  • Contract_firstname_lastname_yyyymmdd_nnnnnn.pdf

The dates that you defined during the Define Offer stage for a requisition are displayed in the employment contracts.

  1. Click Requisitions.
  2. From the job list, select a requisition.
  3. Select a job application:
    1. To select a new job application from a workflow step, click Workflow.
      To select a job application from all candidates of a requisition, click All.

      To select a job application with an uploaded resume, click Resume.

    2. Right-click a job application and select Create Offer Letter and Contract.
  4. Make changes to the offer letter preview as required.
  5. Click Submit.

Creating offers with an employment contract from the offer components

You can create employment contracts for candidates whose offer status is Approved.
  1. On the Workflow, All, or Resume tabs, double-click the job application.
  2. Click Hiring Process.
  3. In the Offer and Contract pane, click the arrow icon.
  4. Select the offer letter template.
  5. Select the employment contract template.
  6. Optionally, specify a later begin date than the Contract Begin Date and an earlier end date than the Contract End Date.
    If the candidate is not hired for the entire term of the contract, you can specify a later begin date and an earlier end date. In this case, the begin date is equal to or later than the Contract Begin Date. The end date is equal to or earlier than the Contract End Date.
    For example, the Contract Begin Date is January 1, 2026, and the Contract End Date is December 31, 2026. Specify a begin date that is later than or on January 1, 2026. Specify an end date that is earlier than or on December 31, 2026.
  7. Optionally, specify the duration of the employment contract in numerical units.
  8. If the duration is specified, select the unit duration of the employment contract.
  9. Select ... > Create Offer Letter And Contract.
  10. Click Submit.

Extending offers to candidates with an employment contract

After the offer status is created, recruiters can extend an offer with an employment contract to the candidate. The offer letters and employment contracts are completed.

The candidate can review the offer letter and employment contract through the link in the email or in Candidate Experience. The administrator personalizes the Offer Review page in Candidate Experience for the candidate. The most recent offer letter and employment contract are displayed to the candidate in Candidate Experience.

The candidate can accept or decline the offer letter and the employment contract separately.

  1. Click Requisitions.
  2. From the job list, select a requisition.
  3. On the Workflow, All, or Resume tabs, double-click the job application.
  4. Click Hiring Process.
  5. In the Quick Links pane, click Attachments.
  6. Click Send Email.
  7. Select an email template for an offer letter.
    To add the URL of the job offer, you must select an email template with an Offer category and select Request Offer Review. The candidate and the recruiter's email addresses are specified automatically.
  8. Review and update the email's body.
  9. Click Save.
  10. Click Send.

Viewing the employment contracts and offer letters

Recruiters can view the employment contracts and offer letters that are created for the candidate and attached as a .pdf file to a job application. They can view versions of the extended contract and contract that are signed by the candidate. Changes to the employment contracts are automatically saved.
This information is displayed on accepted employment contracts:
  • Candidate variables
  • Signature date
  • Signature of the candidate

The candidate must accept the offer letter before accepting the employment contract for the job application. For organizations that require a signature for offer reviews, the candidate must select the I accept check box in the Employment Contract section. If required, the signature is appended to the latest version of the employment contract. You can require the signature in the offer review validation by the recruiter administrators.

See Adding offer review validation.

  1. Click Requisitions.
  2. From the job list, select a requisition.
  3. On the Workflow, All, or Resume tabs, double-click the job application.
    To view employment contracts that are accepted by a candidate, ensure that the offer status of the job application is Accepted. To view employment contracts that are created for a candidate, ensure that the offer status of the job application is Created.
  4. Click View Documents.
    Alternatively, click Attachments.
  5. Click the employment contract.
    The file is displayed on a new tab. The file name format for the signed offer letter of the candidate is Offer Letter_firstname lastname_Signed_yyyymmdd_nnnnnn.pdf. The file name format for the signed employment contract is Contract_firstname lastname_Signed_yyyymmdd_nnnnnn.pdf.

Viewing the acceptance dates of the offer letters and employment contracts

If the offer status is Accepted and the candidate accepts both documents, recruiters can view the acceptance dates for the offer letter and the employment contract.

These dates are displayed for the offer letter and the employment contract:
  • Offer Acceptance Date
  • Offer Signature Date
  • Contract Acceptance Date
  • Contract Signature Date
  1. Click Requisitions.
  2. From the job list, select a requisition.
  3. On the Workflow, All, or Resume tabs, double-click the job application.
  4. Click Hiring Process.
  5. In the Offer and Contract pane, click the arrow icon.

Hiring candidates with an employment contract

Recruiters can hire candidates with an accepted employment contract using any of the hire actions.

Before you can hire a candidate with an employment contract, you must define, create, and extend an offer to a candidate with an employment contract. The candidate must accept an offer letter and employment contract.

Recruiters can accept an offer on behalf of the candidate and then hire the candidate. The contract is not accepted or signed for the candidate. Only the offer status is changed. In this case, the candidate is hired without a contract. When the candidate becomes an employee, the employment contract status is Draft.

When the hire action is performed, an employee contract is created if the candidate contract is accepted. You can offer one employment contract to the candidate for each job application.

  1. On the Workflow, All, or Resume tabs, double-click the job application in Accepted status.
  2. Click Hiring Process.
  3. In the Offer and Contract pane, click the arrow icon.
  4. Select... > Hire.
  5. Complete the hiring details.
    See Hiring external candidates.