How to add a person & request an employment agreement

Contents

Overview

Video demo

Step by step instructions

Adding a new person & requesting an employment agreement

Fast tracks on employment agreements/contracts

Signing an employment agreement as a manager

FAQs & troubleshooting

Can I save the request form as a draft?

How do I request changes to an employment agreement you have sent me? 

How do I upload a copy of an employment agreement that has been manually signed?

I have uploaded the signed employment agreement/contract, but the reminder notification has not gone away

I forgot to tick fast track when I submitted the employment agreement request. How do I request this afterwards.

Why can't I see the fast track option?

Can I email to request an employment agreement instead?

How do employees sign the employment agreement/contract?

Is there a way we can send out tax code forms and superannuation forms from MyHR? 

Can tax forms be electronically completed?

Do you have a new starter checklist?

My employee has questions about the employment agreement, can you speak to them?

How do I enable self service or send an invite to an employee without sending an employment agreement/contract?

Why can’t I select a manager from the list when using 'Add Person'?

There used to be an additional information box, where has it gone?

Support Options

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Overview

When you add a new person to MyHR, you can get an employment agreement in two ways:

• Smart agreements (if enabled): the platform generates the agreement instantly from the employee's details, job description, and your business rules. No wait time.
• Standard: our HR team prepares a compliant, tailored agreement. You review and sign it online, then your new starter is invited to do the same.

In New Zealand these are called employment agreements. In Australia and Canada, employment contracts. In MyHR, the employment agreement is also the offer document, we don't issue separate letters of offer.

Turnaround times:

• Smart agreements: instant (if enabled)
• Standard: 2 working days (Monday to Friday, 9am to 5pm)
• Fast track: within 4 working hours, $65 + GST

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Video demo

 

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Step by step instructions

Adding a new person & requesting an employment agreement

1. Log in to MyHR, where you’ll land on the Home page.
2. You can either select the Add button and select Person, or go to HR Services in the left menu and select Employment Agreement.
3. On the pop-up screen, select New person or Existing person, then select Next.
4. Confirm whether you are requiring an employment agreement or contract, or adding a person to MyHR only. If adding a person, no documentation will be provided.
5. Fill in the employee’s personal and job details, then select Submit. 

6. Once you submit, you'll land on Finalise and share.

   1. On Smart Agreements? Your agreement's ready there immediately, preview it, sign digitally or choose print and sign, and send the invite straight to your new hire, all from one screen.
   2. Not yet on Smart Agreements? You'll see an alert confirming we've got your request, we'll email you once your agreement's ready, usually within 2 working days. The onboarding plan is already available here too, so you can set it up now if you like, tax and KiwiSaver included by default, review or swap it before your new hire's invite goes out.

Tips:

• Notify us on the form if you need the agreement for immigration or visa purposes, or if the role is covered by a collective agreement.
• For part-time salary roles, clarify whether the salary figure is pro-rata or FTE.
• Use the Ask Us chat function for anything else we should know before we process your request.

Fast tracks on employment agreements/contracts

To receive an employment agreement within 4 working hours, request a fast track for an extra $65 + GST. This is added to your next monthly invoice.

If you have fast track permissions enabled, the Add Person form includes a fast track option. We pick it up as soon as the form is submitted, no need to call or email to confirm.

Or skip the fee altogether: upgrade to Smart Agreements and every agreement generates instantly, no fast track needed. Check it out here. 

Signing an employment agreement as a manager

Once your agreement's ready, you'll get an email and see a reminder on your MyHR homepage. Head back to Finalise and share to finish up:

1. Click the notification to open the document. 
2. Preview the agreement.
3. Sign digitally, or choose print and sign.

   1. If you choose print and sign instead, you'll need to upload the signed copy afterwards.

4. Send the invite straight to your new hire for them to log into MyHR, review their offer letter, and sign their agreement.

Their onboarding plan, sorted too

Whichever way your agreement's generated, Finalise and share shows the onboarding plan already created for your new hire, tax and KiwiSaver requirements included by default. Edit tasks, swap in a different template, or save your own as a reusable template for next time.

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FAQs & troubleshooting

Can I save the request form as a draft?

Yes, the Add Person forms autosaves once you have started filling in details, even if you only have a few of their details.

The minimum required details for a draft to save is First name, Last name and Email address.

You can come back later to complete their details and confirm them as a managed person.

Who can access draft people?

Your draft people are available to. the person who creates the draft person, managers with the 'Add and manage people' permission and access to the department the employee has been allocated. In the case that a department hasn't been selected, only owner users can see the employee profile.

How do I access and edit draft people?

1. Go to People > select Draft people or if you've just imported a spreadsheet of people, select Return to Draft people.
2. Find and select the person you want to update.
3. Missing information will be highlighted under section headings, and on the relevant section page.
4. Fill in any new details you have about the person or change anything that's already been entered.
5. When you are ready to confirm them as a person in your account, select the Review & submit section, and then select Submit.
6. MyHR will now add this person to your account and remove the draft.
   
   

How do I delete draft people?

1. Go to People > select Draft people.
2. To delete 1 draft, select Discard next to their name.
3. To delete multiple drafts, select the check boxes to the left of their names, then select Discard drafts.
4. A confirmation screen will appear. Select Discard to confirm.

How do I request changes to an employment agreement you have sent me? 

When you submit a request for an employment agreement, a chat thread is automatically created in the Ask Us chat feature with the employee's name and the request type.

Use this to speak directly with the MyHR team member working on your documents. Since the message is linked to your request, it's the most efficient way to give more information, request changes, or ask a question.

I forgot to tick fast track when I submitted the employment agreement request. How do I request this afterwards.

1. If you forgot to tick Fast Track, just give us a call (that’s the quickest way).
2. Alternatively, submit an Update Agreement request, then message us in chat to let us know it’s a duplicate, and we’ll tidy things up.

Note: the SLA of 4 working hours is tracked from when you call or submit an Update Agreement. If you send an Ask Us chat message instead, the SLA is tracked from when we see this and confirm back to you. 

Why can't I see the fast track option?

There are two management access types in MyHR: Owner access and Manager access. All Owner users can request fast tracks. Managers can be granted this ability too, at the account owner's discretion.

See our guide to updating manager permissions.

How do I upload a copy of an employment agreement/contract that has been manually signed?

If your employee hasn't logged in or hasn't been invited to MyHR yet, upload the signed agreement to the Employment Agreement/Contract folder, under Signed last page.

If your employee has already logged into MyHR but signed manually rather than electronically, there are a few extra steps, including turning off reminder notifications:

1. Turn off the employee's self-service function: go to their profile > Overview > Edit Details > Self Service Disabled > Save
2. Upload a copy of the signed document into the employee's Employment Agreements folder: go to Documents > Employment Agreements folder > Upload to the Upload signed last page here section
3. The agreement is marked complete and reminder notifications are removed
4. Turn self-service back on so your employee can access their documents and profile: go to their profile > Overview > Edit Details > Self Service Enabled > Save

I have uploaded the signed employment agreement/contract, but the reminder notification has not gone away.

For notifications to clear, the agreement must be uploaded to the Upload signed last page here box specifically. If it's saved to a different folder, the system won't connect the two.

Follow the steps above for uploading a manually signed agreement.

Can I email to request an employment agreement/contract instead?

For everyone's security, please use the online forms for all new agreement requests instead of email. It keeps everything secure and easy to track.

How do employees sign the employment agreement/contract?

1. Once you've electronically signed, your new employee gets an email inviting them to join MyHR and letting them know their agreement is ready to sign
2. They have 10 days to accept the invitation and set up their MyHR account, by:
   • Logging into their self-service MyHR account and creating a password
   • Providing additional personal information (emergency contact, financial details, and so on)
   • Typing or signing their signature
   • Selecting Save details
3. They're then automatically moved through to their employment agreement/contract, which they can review (and print if they like). Once they're happy, they select Sign here, their saved signature pulls through automatically
4. To finalise, they select Click to finalise, formally accepting their offer of employment

Can I send tax and KiwiSaver forms from MyHR?

Yes. Tax and KiwiSaver forms are now part of your new hire's guided setup flow automatically, no setup required, and they're included by default in the onboarding plan attached during Finalise and share. See Our onboarding feature for more detail.

In New Zealand, this includes IR330 and KiwiSaver forms. In Australia, this includes the Fair Work information statement and superannuation information.

Can tax forms be electronically completed?

Yes. Tax and KiwiSaver forms are now fillable directly within MyHR, on whatever device your new hire's using, no downloading, printing, or uploading needed.

Do you have a new starter checklist?

We have an electronic onboarding feature!  You can assign tasks to either your new employee or the manager, including providing documents such as policies and handbooks.

My employee has questions about the employment agreement, can you speak to them?

As part of your MyHR membership, our team supports managers, not employees directly regarding their own employment.

If an employee has questions about their agreement or how to sign it, they should speak to their manager. If the manager needs advice on how to proceed, they're welcome to contact us.

How do I enable self service or send an invite to an employee without sending an employment agreement/contract?

1. Go to People and select or search for the employee's name on list.
2. On the three dots '...' next to their name + View/edit details, or select View/Edit details on the overview tab.
3. Under Login details on the profile sections, scroll down until Invite is visible.
4. Select Send invite.
   
   

Why can’t I select a manager from the list when using 'Add person'?

1. Log in to MyHR and go to Settings.
2. Select Users.
3. Open the relevant manager user profile.
4. Select Add person for user from the right-hand menu.
5. Complete the Add person form and select Submit. Please ensure you note that an agreement is not required, in the additional information field.
6. Return to the original Add person form (for the employee you are entering) and select the manager's name from the list.

How to fix it, creating and linking a person profile to an existing manager user:

1. Log into MyHR and go to Settings
2. Select Users
3. Open the relevant manager user profile
4. Select Add person for user from the right-hand menu
5. Complete the Add person form and select Submit (an agreement isn't required, note this in the additional information field)
6. Return to the original Add person form for the employee and select the manager's name from the list

Optional: adding a profile for notification purposes only

If you only need the manager linked for notifications, and don't want to complete full employment or remuneration details, you can enter dummy information (for example, a salary of $1) and add "(for management purposes only)" to the last name field, to make clear this isn't a genuine employee profile.

There used to be an additional information box, where has it gone?

It no longer exists, but you're welcome to add extra details to the request chat. You can also add anything extra in the remuneration and benefits step, if you need help customising clauses or anything else.

Support Options

If you need more help, our HR teams are always here for you!

If you have questions, message the MyHR team via the Ask Us chat feature or call us on:
NZ - 0800 69 47 69 (0800 MY HR NZ) or +64 9 887 3345
AU - 02 7908 2240
CA - 1 855 694 7224