Table of contents
Introduction
In order to create, edit or delete LEGAL DOCUMENTS, navigate to SETTINGS. This way, you can easily manage all legal documents that you like to share digitally with employees or company managers.
Create legal documents
To a create a legal document, select CREATE LEGAL DOCUMENT on top of the page:
You will then be taken to this page:
You must complete the following fields to create the legal document for your account.
1. Name: the name you wish to give your document.
2. Source: You have 2 options:
either you choose to upload a file from your computer
or you choose a template that you have already created in CrewPlanner
The difference between a file and a template is that a template contains bits of code which are read by the system and are replaced by the corresponding data from CrewPlanner.
This enables you to automatically add your employees' data to legal documents. Templates are created in TEMPLATES, also in SETTINGS and how is explained in this article.
3. Choose a file: select this to upload a file from your computer.
However, if you select template as the source, you will be able to choose which legal document template to use here.
4. Role: for whom the document is intended. You have 2 options: for your employees or for company managers.
Company managers are customers who have received an account from you to follow up their projects digitally via CrewPlanner. To learn more about a company manager accounts, click here.
5. Contract type(s): you choose which contract types the legal document is intended for by ticking the relevant boxes and selecting OK:
6. Departments: only those employees who are in the selected departments will be presented with this document:
CrewTip! If you want all departments and also new departments to receive this document, do not make a selection here and leave everything unchecked. If you check Select all, these documents will only be presented to all existing departments.
7. Languages: the languages you select here are the languages that are set in the employee's profile. If you wish to send a Dutch document only to your employees who speak Dutch, then only select Nederlands (Dutch). If you want to send a generic document to everyone, regardless of language, select all languages followed by OK.
8. After you SAVE your legal document, it is immediately forwarded to the employees or company managers. If the document is intended for employees, any filters you have set up are taken into account.
Legal documents on the employee side
The settings of your legal document will determine which employees will receive and have to approve it.
CrewTip! If an employee has not yet signed a sent legal document, they can still be scheduled.
During the registration process, or next time they open the application if they are already registered, a pop-up will appear requesting them to approve via the app:
The employee is obliged to approve this document. The employee will not be able to continue in the application until this is done.
CrewTip! Giving approval in this way is legally binding. That is why this is also explicitly stated.
After the employee has approved the legal document, you can find it in the employee file and download it if necessary.
CrewTip! If you wish to resend a legal document to a single employee, simply delete the document in question from the employee profile. This will automatically offer the employee this document again to be signed.
And it will also be available in DOCUMENTS from the menubar:
CrewTip! Use the filter Type on the right side of the documents page to find legal documents faster.
Legal documents on the company manager side
If you create a legal document for company managers, they will all need to read and approve it before continuing with their account.
Above you see the document 'Terms and conditions' as an example, indicating through role that this is a file, addressed to the company managers. They will receive the following pop-up:
The company manager is obliged to approve this document before continuing with their CrewPlanner account. This applies not only to new business managers but also to existing ones.
CrewTip! Giving approval in this way is legally binding. That is why this is also explicitly stated.
You can again find this approved document in DOCUMENTS:
Download a legal document
To download the document, select the PDF icon:
This will open a separate window and download a copy of the document.
When downloading a legal document, you will get a sample version. It will not include employee, employer, or client details.
CrewTip! If you want a copy of a legal document that was sent to an employee, you can download it from the employee profile or from the documents page.
Edit a legal document
You edit a legal document by selecting the pencil icon on the right side:
You can then change the legal document or if necessary adjust to whom it will be sent, similar to creating a legal document.
If you make changes to a legal document and select SAVE, this document will not be re-sent to employees or company managers who have already approved it. CrewPlanner will only send this amended legal document to new employees or company managers from then onwards.
CrewTip! If you want to resend a legal document in which you have made changes to all employees or company managers, we recommend that you create a new document.
Remove a legal document
If you want to delete the document, select the bin icon and confirm:
If you delete a legal document, the already approved documents will remain visible to the employees in their employee file and also in DOCUMENTS in the menubar, but this document will no longer be presented for approval to employees or company managers.
We hope this article has helped you!
If you still have questions, take a look at our Crew Academy first. You might find the answer in one of our articles.