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Roster - Sending a Contract

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Product Team
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To assign an Orientation Class Session to a Roster you will require the "Roster HR Access" role. If you don't see "Roster" as a menu option in Superpunch you will need to ensure that you've had the appropriate Roster role and feature flag added to your user profile. 

An agent will receive the document packet (known as the envelope) which includes the contract. The agent reviews the documents and signs/dates the contract using DocuSign. This will then display as "Contract Signed" in the "Contract Status" field in Superpunch, and this would be the 2nd sign-off.

IMPORTANT: When using DocuSign at the signer level please hold off on the 3rd sign-off (HR) until the agent has signed and it is known for sure that the class is going ahead. If the agent should decline or the class is cancelled and there has been a 3rd sign-off by HR, you will be unable to void the contract. You can void a contract by following the "Cancel a Sent Contract" steps listed below.

Send a Contract

To send a candidate a Contract using DocuSign, follow these steps:

  1. Log into Superpunch.
  2. Navigate to: HR Tools -> Roster.
  3. Find the corresponding Roster that you would like to add an Orientation Class to.
  4. Select the Open Roster icon located to the far right.
  5. Scroll to the section labeled "Peoplearrow.png".
  6. Before you will be able to send a contract from the Superpunch roster you will need to ensure the following fields are completed:
      • "First Name"
      • "Last Name"
      • "Email"
      • "Address"
      • "Full Time / Part Time"
      • "Employment Status"
      • "Home Location"
  7. In addition to ensuring all of the required fields are filled in, you should also:
      1. Add the last four digits of a Government ID to assist in matching for Superpunch accounts.
      2. Match any rehires to their previous Superpunch accounts (Superpunch will prompt you if there are possible matches).
      3. Check that the correct Default Contract Template has been selected in the Roster Details section. If people in the same Wave are to need different contracts (e.g., bilingual agents or agents with a premium), they can be changed at the individual candidate level).
      4. Ensure all people listed have the correct orientation assigned as the orientation date becomes the hire date on the contract.
  8. After you've completed the above steps, you can send the contract and orientation information to all of the candidates listed at the same time, or you can send the information to individual candidates separately:
      • Select the Send Contract To All button in the top right corner to send the contracts and orientation information to all of the candidates in the Roster.
      • Select the Send Contract button in the "Contract Status" field to send a contract to an individual candidate separately.

Notes:

  • If you don't see the right contract template in the list, you should:
      1. Ensure the contract is in the correct regional folder in DocuSign.
      2. Ensure the contract was not created by the "Sender Account" in DocuSign.
      3. If the answer to both one and two is a yes, then please contact Superpunch Support for mapping and troubleshooting.
  • Once you have sent the contracts to the candidate(s), you may be notified by an email from DocuSign. If you do not receive an email to your HR distro, it could be because your templates are set to send directly to candidates without getting your signature first.
  • If you need to sign the offer on behalf of 24-7 Intouch click on Review Documents in the email. If the template already contains a pre-added signature for your site, you can skip this step.
  • You should always take review the contract and other documents in the envelope in DocuSign to ensure that the information contained is correct before sending out any documentation. If you realized that the information was not correct in the Contract that you sent, you can cancel it and/or make changes to it and resend.

 

Cancel a Sent Contract

IMPORTANT: When using DocuSign at the signer level please hold off on the 3rd sign-off (HR) until the agent has signed and it is known for sure that the class is going ahead. If the agent should decline or the class is cancelled and there has been a 3rd sign-off by HR, you will be unable to void the contract. You can void a contract by following the "Cancel a Sent Contract" steps listed below.

To Cancel a Contract that's already been sent, follow these steps:

  1. Log into Superpunch.
  2. Navigate to: HR Tools -> Roster.
  3. Find the corresponding Roster that you would like to add an Orientation Class to.
  4. Select the Open Roster icon located to the far right.
  5. Scroll to the section labeled "Peoplearrow.png".
  6. Select the blue Pencil/Edit icon to the far right for the corresponding candidate.
  7. Select the Cancel Contract button at the bottom of the screen.
  8. If applicable, make any necessary changes and resend if needed. 

Contract Bypass Code/Manual Override

If there are any issues in sending a particular individual a contract packet there is a "Contract Bypass Code (HR Only) field located in the "Orientation Details" section for each candidate, that can be used so that the process can continue for the individual.

You can also choose to Manually Override the system, which will require you to manually sign and send the individuals required documentation.

To send documentation manually, follow these steps:

  1. Log into Superpunch.
  2. Navigate to: HR Tools -> Roster.
  3. Find the corresponding Roster that you would like to add an Orientation Class to.
  4. Select the Open Roster icon located to the far right.
  5. Scroll to the section labeled "Peoplearrow.png".
  6. Select the blue Pencil/Edit icon to the far right for each candidate that you need to cancel what was sent to them.
  7. Select the Manual Override button at the bottom of the screen.
  8. Select Override.
  9. Download and/or print the documentation, manually sign the paperwork & send the candidates required documentation to them.

Download a Candidates Documentation

Included in the documentation that candidates will fill out and return are Tax Withholding forms. These need to be submitted to Payroll in one single .pdf file as part of the New Hire Documentation. You will need to download each individual form from within their profile and then group them into the single .pdf file before forwarding it to Payroll.

To Download a Candidates Completed Documentation, follow these steps:

  1. Log into Superpunch.
  2. Navigate to: HR Tools -> Roster.
  3. Find the corresponding Roster that you would like to add an Orientation Class to.
  4. Select the Open Roster icon located to the far right.
  5. Scroll to the section labeled "Peoplearrow.png".
  6. Select the blue Pencil/Edit icon to the far right for each candidate that you need to cancel what was sent to them.
  7. Select the Download Documents button at the bottom of the screen.
  8. Compile the documents into a .pdf file & forward to Payroll.

 

Need more help? See the Superpunch Support Options article.

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