Four reasons to use digital contracts

Switching to digital contracts frees up time and makes it easier to stay on top of HR processes.

Did the new sales assistant ever sign her contract?

On busy days when your inbox is bursting with e-mails and several new employees have been hired, it can be difficult to stay on top of employment contracts. You easily lose track of which contracts have been signed and where they are located. On top of that, much time is often spent sending contracts back and forth between employer and employees in search of signatures.

Stine Eiby knows these issues well. As a Global Customer Success Manager in SameSystem, her job is to build relations to customers and help them set up the system. She previously worked as Head of Retail and Franchise for By Malene Birger which gave her hands-on experience with the difficulties of handling contracts manually. Here are her four best reason to use digital contracts:

Stine Eiby

Global Customer Success Manager,

1. Fast and accurate contracts

Many companies still use Word templates to make contracts, which means that HR employees have to type in new employees’ names, addresses, pay levels etc. This is entirely unnecessary.

“With digital contracts, you only need to choose the employee category – for instance, sales assistant or store manager – and pull the information from the user card. This saves a lot of time and minimizes the risk of human errors significantly,” says Stine Eiby.

“It might be easy to correct these kinds of mistakes, but they send wrong messages. You give the impression that you can’t keep track of your employees and their contracts.”

2. Avoid sending contracts back and forth

With a digital contract solution, you can use digital signatures, which means that you don’t have to send contracts back and forth or print them to sign them.

“In my experience, digital contracts create clarity and transparent processes. With a couple of clicks, you can check the status of all contracts, and you know who to send a friendly reminder if a contract is incomplete. You never have call around because you are unsure of where a contract has landed.”

3. Stay on top of GDPR

GDPR… In some companies, the word alone is enough to provoke nervous ticks. Whether your company belongs to this category or you and your colleagues are able to recite the law in your sleep, you save valuable time and create security by choosing a solution with digital contracts.

“By collecting all contracts in one place digitally, there is never any sensitive personal data lying around – no e-mails with attached contracts or drawers with old documents,” says Stine Eiby.

Even if a contract for some reason falls through, sensitive personal data will be protected.

“If an employee does not sign their contract within a set timeframe, many systems will ensure that the contracts vanish, which means you always stay within the GDPR law.”

4. All functions available in one system

Maybe you see the point of digital contracts but don’t want to add another software solution to your already large collection of solutions. If so, it is worth looking into integrated systems, where you can access workforce management, sales numbers, budgets and digital contracts in one place.“You really optimise processes and flow by gathering all information in one place. That way, you ensure a solid overview, and you save a lot of time,” explains Stine Eiby.

Curious about SameSystem’s digital contract modules? Read about them here >

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