Overview
This article provides guidance on how to request changes to certain elements of the Fourth Applicant Tracking Solution (ATS) configuration where currently only a Fourth user can make the change.
Contract Changes
What if changes are required to the contracts?
For contract changes, more details are required on the following areas:
- Contract Envelopes to be changed
- New Contract Envelope to be added
Changes to the contract envelope:
Please email your Fourth contact with the below information using the template provided. All the information listed is mandatory to make changes to the contracts.
Customer Name: XXXX
ATS Brand: XXXX
Changes required to which contract envelope(s): XXXX
Changes required to which documents within the contract envelope(s): XXXX
Are you removing a document: YES / NO
If YES: Which document will need to get removed? XXXX
Are you adding a document: YES / NO
If YES: Please attach the document which needs adding.
Are you amending an existing document: YES / NO
If YES: Which document needs changing? What changes are required? For any changes, along with an outline of the changes as above please also provide a copy of the current contract with the changes highlighted. If you do not have a copy of this, please raise the request and Fourth will send you the current copy.
XXXX
Desired Deadline: DATE (dd/mm/yyyy)
Creating an additional contract envelope:
Customer Name: XXXX
ATS Brand: XXXX
Name of the additional contract envelope(s): XXXX
How many document are included in the new envelope(s)? XX
Are any of the included documents already set up in the ATS? YES / NO
If YES: Which documents are already set up and can be used in the new envelope(s)? XXX
What document(s) are not currently set up in the ATS: XXXX
Note: Please attach additional documents which need setting up.
What roles need to be associated to the new contract envelope(s): Please list all required
Desired Deadline: DATE (dd/mm/yyyy)
Helpful Information
Contract Envelope Name
If unsure of the name of the contract envelope, refer to the current ATS setup to locate it.
To do so:
- Log in to ATS via the Fourth app
- Select Set Up and then Onboarding
From here, all roles associated with contracts are displayed, and the contract envelope name can be found on top of the table. This table can also be downloaded as a CSV file if required.
Contract Envelope Signatures
Please always include a static signature on offer letters or contracts.
Contract Merge Fields
A list of all available merge fields and candidate fields which can be included in contract envelope documents can be found below:
Offer Letter / Contract
| Code | Merge Field (MF) or Candidate Field (CF) | Notes |
| date_of_offer | MF | Auto added |
| employer | MF | Pulled from onboarding stage |
| candidate_forename | MF | Pulled from application form |
| candidate_full_name | MF | This joins up the first name and surname from the application form |
| candidate_job_title | MF | Pulled from vacancy |
| location | MF | Pulled from vacancy |
| location_email | MF | Pulled from system |
| location_address | MF | Pulled from system |
| location_area | MF | Use only if areas have been assigned to locations |
| location_department | MF | Pulled from system |
| candidate_start_date | MF | Pulled from onboarding stage |
| start_time | MF | Pulled from onboarding stage |
| candidate_end_date | MF | For fixed term contracts |
| line_manager | MF | Pulled from offer stage |
| candidate_employment_type | MF | Pulled from onboarding stage |
| rate_of_pay | MF | Pulled from offer stage for hourly roles |
| candidate_final_salary | MF | Pulled from offer stage for salaried roles |
| currency_symbol | MF | From onboarding stage - choice of euro or pound sign |
| candidate_contracted_hours_per_week | MF | Pulled from onboarding stage |
| candidate_days_per_week | MF | Pulled from onboarding stage |
| days_paid_holiday | MF | Pulled from onboarding stage |
| candidate_probation_period | MF | Pulled from onboarding stage |
| candidate_notice_period | MF | Pulled from onboarding stage |
| candidate_bespoke_benefits | MF |
Pulled from onboarding stage |
Contract
| Code | Merge Field (MF) or Candidate Field (CF) | Notes |
| location | MF | Pulled from vacancy |
| location_email | MF | Pulled from system |
| location_address | MF | Pulled from system |
| candidate_offer_date | MF | Auto date creation |
| candidate_full_name | MF | Auto merge of forename and surname |
| candidate_start_date | MF | Pulled from onboarding stage |
| candidate_job_title | MF | Pulled from vacancy |
| reporting_to | MF | Pulled from Offer stage |
| candidate_probation_period | MF | Pulled from onboarding stage |
| candidate_contracted_hours_per_week | MF | Pulled from onboarding stage |
| days_per_week | MF | Pulled from onboarding stage |
| rate_of_pay | MF | Pulled from offer stage (Hourly roles) |
| candidate_final_salary | MF | Pulled from offer stage (management roles) |
| days_paid_holiday | MF | Pulled from Onboarding stage |
| candidate_bespoke_benefits | MF | Pulled from Onboarding stage - (can be a number of lines in length so give it a good space to reflect the amount of words |
New Starter Form
| Code | Merge Field (MF) or Candidate Field (CF) | Notes |
| location | MF | Pulled from vacancy |
| location_email | MF | Pulled from system |
| location_address | MF | Pulled from system |
| location_area | MF | Use only if areas have been |
| candidate_start_date | MF | Pulled from onboarding stage |
| candidate_job_title | MF | Pulled from vacancy |
| candidate_contracted_hours_per_week | MF | Pulled from onboarding stage |
| candidate_title | CF/MF | Can be pulled from application form if applicable |
| candidate_surname | MF | Pulled from application form |
| candidate_forename | MF | Pulled from application form |
| candidate_address_1 | CF | Inputted by candidate |
| candidate_address_2 | CF | Inputted by candidate |
| candidate_town_city | CF | Inputted by candidate |
| candidate_postcode | MF | Pulled from application form |
| candidate_email_address | MF | Pulled from application form |
| candidate_mobile_phone | MF | Pulled from application form |
| candidate_home_phone | CF | Inputted by candidate |
| candidate_gender | CF | Inputted by candidate |
| candidate_dob | CF | Inputted by candidate |
| candidate_national_insurance_number | CF | Inputted by candidate |
| bank_name | CF | Inputted by candidate |
| bank_account_name | CF | Inputted by candidate |
| candidate_bank_sort_code | CF | Inputted by candidate |
| candidate_bank_account_number | CF | Inputted by candidate |
| building_society_account_name | CF | Inputted by candidate |
| building_society_reference | CF | Inputted by candidate |
| candidate_roll_number | CF | Inputted by candidate |
| candidate_next_of_kin_title | CF | Inputted by candidate |
| candidate_next_of_kin_forename | CF | Inputted by candidate |
| candidate_next_of_kin_surname | CF | Inputted by candidate |
| candidate_next_of_kin_mobile | CF | Inputted by candidate |
| candidate_next_of_kin_phone_2 | CF | Inputted by candidate |
| candidate_next_of_kin_relation | CF | Inputted by candidate |
Equal Opportunity (the below is only applicable to customers using Signable)
| Code | Merge Field (MF) or Candidate Field (CF) | Notes |
| candidate_ethnicity | MF | This pulls in the info from the Candidate Modal and matches the configuration in WFM HR |
| candidate_disability | MF | This pulls in the info from the Candidate Modal and matches the configuration in WFM HR |
| candidate_disability_notes | MF | This pulls in the info from the Candidate Modal and matches the configuration in WFM HR |
| candidate_sex | MF | This pulls in the info from the Candidate Modal and matches the configuration in WFM HR |
| candidate_language | MF | This pulls in the info from the Candidate Modal and matches the configuration in WFM HR |
| candidate_religion | MF | This pulls in the info from the Candidate Modal and matches the configuration in WFM HR |
Templates can be also found here:
Creating an additional contract envelope
Changes to the contract envelope
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