Contracts and Documents – Digital Signing and Onboarding

Contracts and documentation are a critical part of employment – both legally and practically. Vendion collects all documents per employee in one place, with digital signing and full traceability.

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Supported document types:

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Upload a document:

1. Go to the employee's detail page
2. Click the Contracts & Documentation tab
3. Click Add document
4. Choose:
   • Document type (dropdown above)
   • File upload (PDF, DOCX or image) or
   • Create from template (uses saved template – see below)
5. Fill in:
   • Title (e.g. "Employment contract 2026-04-15")
   • Validity period (optional – e.g. CPR certificate valid 1 year)
   • Note (optional)
6. Choose whether the document should be sent for signing (see below)
7. Save

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Digital signing:

Vendion supports digital signing with BankID (Swedish e-ID) or email signing for contracts that need to be signed.

Send a contract for signing:

1. Upload the document (step above)
2. Choose Request signature
3. Choose signing method:
   • BankID – highest security, legally binding per Swedish law on qualified electronic signatures
   • Email signing – simpler, clickable "I agree" button
4. Specify who should sign (employee, manager, both?)
5. Send

The system sends:

• Notification in staff portal
• Email with link
• SMS with link (if enabled)

Signing status tracked:

After signing, the document is saved with:

• Signer's name and personnummer (with BankID)
• Timestamp
• IP address
• Legal proof of signing (certificate)

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Contract templates (save time during onboarding):

Instead of creating each contract from scratch, create templates for the most common ones.

1. Go to Staff → Settings → Contract Templates
2. Click Create template
3. Choose document type
4. Write text with placeholders – e.g. {{name}}, {{personnummer}}, {{start_date}}, {{hourly_rate}}, {{employment_type}}
5. Save

When you create a contract from the template, placeholders are automatically filled with the employee's data.

Typical templates:

• Hourly contract à la carte
• Hourly contract bar
• Permanent contract chef
• NDA (standard)
• GDPR consent (standard)

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Onboarding – pending contracts:

When a new employee receives their invitation, they immediately see which contracts need to be signed before they can start working.

Employee's view (staff portal → Contracts):

• Pending – contracts to be signed (prioritized at top)
• Signed – contracts that are done (archive)
• My documents – training certificates, payslips etc.

The employee can:

1. Open the contract
2. Read through
3. Click Sign with BankID or Approve
4. If declining: provide reason

Onboarding gate: If you mark a contract as "Required for onboarding," the employee cannot clock in or take shifts until it's signed. The system shows a banner in the portal: "You have 2 pending contracts to sign."

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Document archive and searchability:

All documents per employee shown in the Contracts & Documentation tab:

• Searchable list
• Filterable by type, status, date
• Downloadable as PDF
• Versioning (on update, new version created, old ones preserved)

Retention time: Contracts preserved for 10 years per Swedish Accounting Act. Vendion never removes contracts automatically.

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Reminders for expiring certificates:

Some documents have a validity period (e.g. CPR, food hygiene).

• System warns the manager 30 days before expiration
• Employee gets a portal notification: "Your CPR certificate expires 2026-05-15. Renew in good time"
• An expired document is shown in red and can block certain duties (e.g. alcohol serving responsibility without valid permit)

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Tips:

1. Templates are key – create 3–5 standard templates that cover 90% of all hires
2. Use BankID when possible – it's legally strongest and most professional
3. Request training certificates early – collect them during onboarding instead of chasing later
4. Review expiration dates quarterly – pull the "Expiring documents 90 days" report and contact employees before it becomes urgent