Electronic Employment Contracts: Key Features & Checklist

Electronic employment contracts have become a common way for companies to digitize contract management. Instead of printing and storing paper contracts, companies can use electronic contracts and signatures to make the contracting process more efficient.

However, choosing an electronic contract system based only on document creation and signature capabilities may not be enough. Once an employment contract is signed, a range of HR processes follows, including employee information management, leave management, and workflow-based requests and approvals. When adopting a system for electronic employment contracts, it is therefore advisable to consider how well it supports HR operations after the contract is completed.

In this article, we review the key checklist items to consider when adopting an electronic contract system and how electronic contracts can be managed together with attendance management.

Electronic employment contracts allow companies to complete contract creation, electronic signatures, and document storage online, helping improve the efficiency of contract operations. Companies with frequent new hires or multiple workplaces, in particular, are increasingly considering electronic contract systems that support employment contract creation and management as a way to reduce repetitive document work and manage contracting processes more systematically.

More companies are also looking beyond systems that provide contract functionality alone and considering how contracts connect with subsequent HR operations. Once an employment contract is signed, companies need to manage employee information, configure work arrangements, manage attendance, and administer leave. How naturally a contract management system connects with these subsequent HR processes has therefore become an important consideration.

• HR processes continue after the contract is signed: Once an employment contract is completed, employee registration, organizational assignment, work arrangement settings, clock-in and clock-out records, leave management, and other HR processes follow. It is advisable to check whether the contract management system can support this broader workflow.
• Integrated data management using employee information: Employee information used during the contracting process continues to be used in attendance management, workflow, and other HR operations. Connecting contracts with employee information can help reduce repetitive data entry and improve operational efficiency.
• Natural connection between work arrangements and attendance management: Employment contracts include information such as work arrangements and working hours that directly relates to attendance management. It is important to check whether the process can continue smoothly from contract completion to work arrangement settings, clock-in and clock-out records, and leave management.
• An integrated environment from electronic contracts to attendance management: Managing electronic contracts, attendance management, and workflow within a single system can help companies establish a more consistent operating environment from contract signing through subsequent HR processes.

When adopting an electronic contract system for employment contract creation and management, companies should consider not only electronic signature capabilities but also the processes that follow contract completion. Employment contracts do not end with document creation and signatures; they connect with a wide range of HR processes after an employee joins the organization. If you are evaluating a contract management system, consider the following areas.

• Support for various contract templates: Check whether commonly used documents such as employment contracts, salary agreements, personal information collection and use consent forms, and confidentiality agreements can be managed as templates. It is also useful to confirm whether the company can continue using its existing document formats.
• Electronic signatures and contract status management: Check whether the system allows you to review electronic signature progress and contract status after documents are sent. Managing contract status in one place can make it easier to understand where each contract stands.
• Contract creation using employee information: Re-entering employee information every time a contract is created can increase administrative work. Check whether the contract management system can use existing employee information to create and manage contracts, helping reduce repetitive data entry.
• Integration with attendance management and workflow: Work arrangement settings, clock-in and clock-out management, leave administration, and workflow processes follow after an employment contract is signed. It is therefore advisable to review whether the contract management system can connect naturally with these HR processes.
• ERP and Open API integration: Companies often use ERP, groupware, HR systems, and other business applications together. Reviewing whether the system supports Open API or other integration options can help assess future scalability and broader system connectivity.

Shiftee provides electronic contracts and signatures, attendance management, workflow, and payroll processing within a single solution. Employee information and attendance data can be used throughout the HR process, allowing companies to connect contract completion with subsequent HR operations in a single workflow.

Frequently used documents, including employment contracts, salary agreements, annual leave use promotion notices, and personal information collection and use consent forms, can be managed as templates. Template documents can also be created using employee data.

Employee information and attendance data can be used to create employment contracts, helping reduce repetitive data entry. When preparing contracts for multiple employees, connected HR data can also be used to create and manage contracts in bulk.

Contracts can be sent to multiple employees at once with requests for electronic signatures. Signature progress can also be reviewed, helping companies manage the contracting process more systematically.

After a contract is signed, work schedules, clock-in and clock-out records, leave management, and workflow can all be managed within the same solution. This helps maintain continuity across HR processes that follow contract completion.

Shiftee uses the AWS Seoul Region and holds ISO/IEC 27001 information security certification. It also supports Open API connectivity, allowing integration with various systems such as ERP, access records, and recruitment management systems.

When adopting an electronic contract system, it is advisable to review not only contract signing capabilities but also how the system connects with employee information management, attendance management, workflow, and other HR processes that follow contract completion.

Shiftee provides electronic signatures, contract creation using employee information and attendance data, attendance management, workflow, and system integrations within a single solution. Connecting these processes can help reduce repetitive administrative work and establish a more consistent HR operating environment after contracts are completed.

If you are considering an electronic contract system for creating and managing employment contracts, review Shiftee's electronic signature capabilities and integrated workforce management environment.