Approve and sign employment contracts

Approve and sign employment contracts step by step

These steps explain how to approve employment contracts and how to sign employment contracts.

Approve employment contracts

1. You can find your errands by clicking on” Cases” (Ärenden) in the main menu or in the tasks box on the homepage. You will also get an email when you’ve been assigned to a case for approval with a link to the case.

2. When you, as the manager, have been assigned a case (Ärende), it will have the status "Approved" (Godkänd) This is because HR has created the task and then sent it to you. To open the case click on the id number.

3. Once you receive a case (Ärende), you need to review that the details of the case and person are correctly filled out, there are two ways to review: 

• Preview the employment contract (go to step 5) 

• Go through the different tabs and make sure that everything is correct  

4. In the tab” Person”, make sure that the social security number, name, phone number and email is correct.

• In the tab” Employment” , make sure that” employment start date”, employment position, employment form and authorization group is correct.

• In the tab “Salary” , make sure that Salary affecting, accounting, salary and vacation method is correct.

• If there are any documents that aren’t uploaded, you can upload them in the tab “Documents”.

If you’ve reviewed the employment document on the web, you can move forward to step 6.

5. You have the opportunity to preview the employment document before approval. To preview you click on the button “Employment contract”.

• It then appears a pop-up window where you choose which employment document that you want to preview. When you click on the document the page will load.

• You’ve to fill in “Employment start date” (fill in the start date from the employment), and ”Diarienummer” (here you can write 000), then choose “Preview” at the bottom.

• A preview of the employment contract will be downloaded, and, in that document, you should look over contact information, employment position, employment date, employment form, authorization group, accounting, salary and vacation method. 

6. After reviewing the employment contract, you need to approve the case. It will then be sent to HR, who will prepare the contract for digital signatures. Click on “Case status” and “Authorize and send”

7. Select a person from the drop-down menu or search for the person who you’re sending the document to. Press ”send” next to the persons name.

8. You’ll get a pop-up box, followed by information text.

9. The document will now be placed under “processed cases” and there you can see that the status of the case now has changed to “Approved”, it also states who received the assignment.

Sign employment contract

When signing there are e-mails to both employee and manager.  

Employees gets: 

• E-mail to sign the employment contract and any reminders 

• E-mail that the contract has been signed 

• Reminder to download the contract. The employee has 40 days to download the contract.  

Manager gets: 

• E-mail to sign the employment contract and any reminders 

• E-mail that the contract has been signed 

1. When the contract is ready to sign, you’ll get an e-mail from KTH. The e-mail sender is no-reply@addosign.net.

Any reminder will look the same except for the title in the e-mail that also will have ”Påminnelse/Reminder”.

2. Click on” Open document”. Then a browser will open where you can review the document. Read through the document carefully and then click on “Sign the document”. If you want to deny the document, use the button “Deny”.

3. It will appear as a pop-up, click on” Forward”.

4. You can sign the document in two different ways, either you sign it manually on screen or you upload a picture of your signature (this is a tip if you often sign documents).  

5. If you sign manually on screen, you fill in the blank space and then click on “Approved”

 6. If you want to sign with a picture of your signature, click on “Choose picture”.

•  You’ll enter the file manager on your computer. Choose your signature that is saved as an image and press open.

•  Your signature will fill the blank space and then you can click on” Approved”

 7. When you’ve clicked on” Approved” this text will appear. The contract is signed and will be sent to the employee.

8. After both manager and employee have signed the contract, you’ll both receive an e-mail that the signing has been approved.  

• Managers e-mail:

•  Employees e-mail includes a link that takes you to download the contract.

 9. The employment will then be completed by salary, then you, as a manager, will find the contract in KTH HR. You’ll find it at “employment management”, “employment files” and look up the person. The contract will be under “document”, and don’t forget to choose the right employment.