Employee Name and Number
Ensure the contract is linked to the correct employee. Consistent names and employee IDs help HR match documents with company data.
Employee Contract Management Application
Manage contract periods and renewal documents in Sigma HRIS or Forte HRIS. Clear records and assigned responsibilities help HR prepare the next steps before a contract expires, with guidance from our team.
Monitor Contract Validity and Prepare for Renewals
Employment contracts contain vital information used by HR throughout an employee's tenure. As the workforce grows, the team must ensure that the correct documents are used and that contract periods are clearly recorded.
Scattered files often force HR to search for the latest contract or inquire about previous decisions. Organized administration helps the team prepare for discussions before determining the next steps.
Contract Period
Record the start and end dates according to the applicable document. Distinguish between the signing date and the employment period to avoid errors when reviewing data.
Applicable Documents
If there are changes or follow up documents, specify which one serves as the reference. Maintain sufficient information to prevent the team from using outdated versions.
Contract Status Review
Determine who reviews the contract status and communicates the decision. Recording the status does not replace the decision made by the authorized party.
Data to Review Before Contract Renewal
For instance, HR needs to prepare for an employee's contract discussion. The team must know the applicable period, supporting documents, and the decision maker. If this information is easily accessible, preparation time won't be wasted searching for files.
Update contract data based on decisions and approved documents. Our team helps set up records for periods, documents, and access rights, making it easier for HR to monitor the process.
Preparing Data and Contract Management Workflows
Use the workflows and files already used by the HR team. From there, we assist in preparing the data, assigning access, and configuring the application accordingly.
Employee Contract Supporting Documents
Explore Employee Document Management for ways to organise the supporting records used alongside contracts.
Prepare Contract Follow up Before the Expiry Date
Contract management involves more than storing a file. HR needs the contract dates, supporting documents and the person responsible for the next review. Waiting until the end date approaches can leave little time to discuss staffing needs and prepare the paperwork. Keeping these details organised helps HR decide which contracts need attention first and contact managers with the relevant information.
Problems arise when the contract document and HR's tracking record do not match. A new document may be ready while the old expiry date remains on the list. A planned renewal might also be mistaken for an approved one. When reviewing an employee contract management application, check how clearly these situations can be recorded. Employee names and numbers, contract periods, review status and responsible users should be easy to identify. This gives the team time to prepare and reduces reliance on one person's memory.
HR can start with the contracts that need attention soonest. Managers explain staffing requirements, while authorised colleagues make decisions and prepare documents. Assigning these responsibilities makes it clear who handles each step. When a new contract takes effect, update the records used by the team. Bring examples of your documents and status categories to the demonstration. We can then discuss how to distinguish approved information from items still awaiting a decision.
Separate Pending Renewals from Approved Contracts
A renewal document may be in preparation without being approved. Keep that status distinct from an active contract, and use confirmed dates and documents when updating records. During the demonstration, check how HR follows up outstanding work and finds the supporting file. Decisions remain with the people authorised to make them.
HR should be able to see which contracts need follow up and who is handling them. This helps set priorities without opening every file. Use examples of active contracts, pending decisions and completed renewals in the demo. Together, we can review how the records fit your current process and reduce duplicate tracking work. The application should make it easier to follow each case from review through to an approved update.
Sigma HRIS supports on premises and private cloud deployment, while Forte HRIS is cloud based. Both serve small businesses through large enterprises, depending on their needs and IT policies. Our team helps map requirements, prepare records and configure the application. Tell us which HR processes you want to improve so the demonstration reflects your team's work. Support remains available after implementation for questions and user issues.
Choose Sigma HRIS or Forte HRIS to Match Your Business
Both products serve small businesses through large enterprises. Their main distinction is how you deploy and manage the system. We help you choose based on operational needs and IT policies.
Choose Sigma HRIS for on premises deployment on your own servers or in a private cloud. Our team helps configure the application around your HR processes and IT policies.
Learn More
Choose Forte HRIS for a cloud based application. We help select modules, prepare records and guide users according to your HR requirements.
Learn MoreSigma HRIS and Forte HRIS are continuously updated to reflect user needs, including ESS, mobile applications and AI powered capabilities. Explore them in a demonstration using examples from your business.
Compare the ProductsHRIS Implementation Guidance and Application Support
Sigma Solusi Informatika has developed HR and payroll systems for more than 10 years. Drawing on this experience, our team can map your business processes in just a few hours.
Data Preparation and Application Setup
Start with the records and workflows you already use. We help prepare and migrate data and configure the application to fit your processes from the outset.
Application Support After Implementation
Our support team and project manager remain available after launch. We answer questions and help resolve issues so HR can keep work moving.
Employee Contracts FAQs
What should I prepare for the demo?
Prepare a sample contract with confidential details removed, along with sample start and end dates and your HR review process. We use these examples to discuss the application settings you need.
Does recording the contract mean it is automatically renewed?
No. Renewals are subject to company decisions and applicable documentation. The application helps organize the information used in this process.
Who should manage contract data?
Designate the users responsible for managing and reviewing contracts. Access rights should align with responsibilities and company policy.
What is the difference between the contract term and the tenure of employment?
The contract term refers to the specific duration of the agreement, whereas the tenure of employment describes the history of the employment relationship. Both should be recorded in line with applicable documents and policies.
How do we review contracts nearing the end of their term?
Prepare the end date, the person in charge, and the follow up status for discussion before the deadline. Monitoring requirements can be demonstrated during the demo.
Do old documents need to be retained when a contract is updated?
Document history helps explain changes. Determine the current version as well as the company's document retention and access policies.
Make Employee Contracts Easier to Manage
Tell us about your team's processes and challenges. We can discuss whether Sigma HRIS or Forte HRIS is the right fit through consultations and demos.