Never sign paper contracts again.

CrewCard allows your authorised signatories to pre-sign contracts so they don’t have to electronically sign each time a contract is executed.

Crew members are sent an email invitation to accept contracts. They simply open the contract from a link in the email, review, sign and press submit. The final copy is emailed to the staff member and to Admin as a PDF attachment and is permanently stored in the CrewCard system.

Crew members are sent an email invitation to accept contracts. They simply open the contract from a link in the email, review, sign and press submit. The final copy is emailed to the staff member and to Admin as a PDF attachment and is permanently stored in the CrewCard system.

The process of creating contracts in CrewCard is very easy. Each contract can be added in under one minute or as long as it takes to enter the contract name, copy and paste the content, select a signature block and press save. Assigning signature blocks to your contracts means they are ‘pre-signed’ by the authorised representative from your organisation so only the recipient needs to sign and submit. Different contracts can be saved with different signature blocks. For example, a manager’s name, position and signature can be preloaded into the contract as a signature block so they will not need to sign each time the contract is executed.

How to Add Contracts

To create contracts, go to Settings and select Contracts in the side left menu.

Create a Signature 

You will need at least one Signature to be able to create a contract.

To add a signature, click + Add Signature in the top left of the page. Complete the three required fields, Signature Block Name, Manager Name and Job Role. Signature Block Name refers to the name of the Signature that will be added to the contract as the signatory from your organisation. Manager Name refers to the name of the person signing – e.g. John Smith – and Job Role refers to the position of the manager signing – e.g. General Manager. The last field is the signature itself where the manager must sign using their mouse or touch screen to get the closest result possible to a hand-drawn signature.

You may save several signatures in your Contract settings for different managers to be added to different contracts, but you can only add one signature to a contract. For example, you might have two contracts, one to be signed by the General Manager and another to be signed by the Managing Director, with the signatures for the correct manager applied to each contract.

Once a signature has been created and saved it will appear in the Signature list below the Add Signature section from where it can be edited or deleted.

Create a Contract

To add a contract, click the + Add Contract button below the Signature List.

Simply fill in the Title with the name of the contract and copy and paste the main content of the contract into the text editor below and then select a Signature from the drop down and press Save.

For employment contracts, you can insert the Activity Details by inserting the placeholder [ACTIVITY_DETAILS] at the desired place inside the contract and this will automatically pull in the Activity, Activity Description and Minimum Rate of the various Activities that have been assigned to crew members or recruits. Note, you will need to ensure the correct Categories and Activities have been assigned for this feature to function correctly. See Activity Descriptions in the User Guide for more information.

Once a contract has been created and saved it will appear in the Contract list below the Add Contract section from where it can be edited or deleted.

How Contracts are signed

There are three methods for getting contracts signed and saved in CrewCard.

1. Recruit Contracts

Employment contracts that may be required to be accepted by new staff members as part of their onboarding process can be included via the Recruitment module. Go to Settings > Recruitment in the left side menu then scroll down to the Contract section. Select the desired contract from the Choose Contract drop down and then press Save Contract. Once contracts have been saved, they appear in the Contract form list and can be deleted if required.

Recruits are onboarded in their Crew Portal Profile where there is a Contracts page that is optional for inclusion by the Administrator as some users may prefer to include the contract in the Agreements page.

A recruit may locate, read and sign the contract during their onboarding process by following the steps from registration through to entering their accounts details. Recruits may also be invited to sign a contract by clicking the Invite Contract button at the bottom of the Contracts tab inside their Recruit Card in the Admin Portal.

Invite Contract will send a Contract Invitation email to the recruit with a link to the contract page of their Crew Portal Profile indicated by the Click Here button in the email. Once inside the Contracts page, the Recruit selects the contract to open, review and sign on their mobile device (or use their pre-saved signature) and press the Submit button at the bottom.

Once the contract has been signed by the recruit, the physical contract is generated as a PDF attachment to an email sent both to the recruit and to Admin. The PDF displays the name, details and address of the staff member and the signature blocks of both the staff member and the manager. Additionally, the contract PDF is permanently saved to the Crew Profile of the recruit to be accessed at any time.

1. Invite Contract for Crew Members

Crew members can be invited to accept contracts from within their Crew Profile in the Admin Portal. Go to Contacts > Crew List > Edit Crew Profile (right of screen) > Invite Contracts (side left menu). Select the desired contract from the drop down menu and press Send Invite.

Invite Contract will send a Contract Invitation email to the crew member with a link to the contract page of their Crew Portal Profile indicated by the Click Here button in the email. Once inside the Contracts page, the crew member selects the contract to open, review and sign on their mobile device (or use their pre-saved signature) and press the Submit button at the bottom.

Once the contract has been signed by the crew member, the physical contract is generated as a PDF attachment to an email sent both to the recruit and to Admin. The PDF displays the name, details and address of the crew member and the signature blocks of both the crew member and the manager. Additionally, the contract PDF is permanently saved to their Crew Profile to be accessed at any time.

1. Invite Contract for Clients

Clients can be invited to accept contracts from within their Client Profile in the Admin Portal. Go to Contacts > Clients > Edit Client Profile (right of screen) > Invite Contracts (side left menu). Select the desired contract from the drop down menu and press Send Invite.

Invite Contract will send a Contract Invitation email to the client contact with a link to the contract page of their Client Portal Profile indicated by the Click Here button in the email. Once inside the Contracts page, the client contact selects the contract to open, review and sign on their mobile device (or use their pre-saved signature) and press the Submit button at the bottom

Once the contract has been signed by the client contact, the physical contract is generated as a PDF attachment to an email sent both to the recruit and to Admin. The PDF displays the name, details and address of the client contact and the signature blocks of both the client contact and the manager. Additionally, the contract PDF is permanently saved to their Client Profile to be accessed at any time.

Explore more features and articles about CrewCard:

User Guide 9.3 Contracts 

Updates – User Guide – Video