· Add Contractor or Consultant Workflow

Like many other Shoobx workflows, you'll have the option to either create a Contractor or Consultant Agreement from scratch (the create a new agreement path), upload a drafted document using Shoobx to circulate it for execution (the upload a drafted agreement path) or upload a fully executed agreement (the record a previously signed agreement path).

Here's what that looks like when you kick off the Add Contractor or Consultant Workflow. Select the option that works for your situation:

Objective of the Workflow

The completed workflow will create an agreement between the company and the consultant or contractor, including an exhibit of Pre-existing Developments. The Pre-existing Developments exhibit will list any and all inventions or improvements that are company and non-company related.

This workflow will require you to have the 'Hiring Manager Workflow Access' permissions under Human Resources. If you do not see the 'Add Contractor or Consultant' workflow, please see your Shoobx Administrator. Completion of this workflow will require the signature of the contractor or consultant and a representative from your company. The required signature for the company will default to the president unless the company changes the settings.

Running the Workflow

This workflow can be found in the Human Resources section of the 'Available Company Workflows' page.

The workflow will ask you to set the following terms for the Consulting Agreement:

• Name of contractor/consultant
• Primary contact within your own company for the contractor/consultant
• Effective Date
• Term Duration (fixed, ongoing or custom)
• Definition of Service
• Compensation
• Consultant's state of residence

After entering the necessary information, you will arrive at the Checkpoint page. Review the documents that Shoobx has rendered and make any edits by using the 'edit document' icon. Each document on this page will have a PDF version that can be downloaded and reviewed. If any changes need to be made, the 'edit' button will allow you to view the document section by section and update it.

Legal Review

Your company may require this workflow to be reviewed and released by legal counsel. If this is required, the Agreement will go directly to legal counsel for their review. If they request changes to the Agreement, the workflow will notify you of this. If they release the Agreement, it will go directly to the required company representative for signature.

Obtaining Signatures

Once you proceed past the checkpoint, the workflow will begin collecting the necessary signatures. The required signature for the company will default to the president unless the company changes that default setting.

Next Steps

The consultant will be notified by email when their agreement is ready for review and signature. The first screen of the workflow will ask the consultant to review the Consulting Agreement that was created for them. After reviewing the Agreement, the consultant will click the 'continue' button. The next page of the workflow will ask the consultant to list any company or non-company related Inventions and Patents. Finally, the consultant will be asked to sign the Agreement. The Agreement Workflow will proceed back to you for final review. If you accept any Inventions and Patents the consultant has listed, clicking the 'Finish' button will complete this workflow. 

FAQs

What if I don't have all the required information for this workflow?

If you have started the workflow and need to gather additional information, you have two options for continuing the workflow. Shoobx will save your progress in the workflow if you need to finish the workflow later. To reopen the partially completed workflow, select the workflow on your 'Workflow' panel on the Shoobx Dashboard and click the orange link. You can also use the 'discard' button to end the workflow and start from scratch once you have the necessary information.

The consultant can view the Agreement, but where do they sign?

When the consultant logs in to Shoobx, they will view the Agreement in the workflow and will sign after completing the Inventions and Patents (IP) information. 

How can I check the status of the signature process?

You can check the status of any workflow you are involved in by selecting it on the 'Workflow' panel found on the Shoobx dashboard. From this page, find the workflow that you need additional information for, and select the 'Status' box link. This will open a pop-up window that will list the completed steps of the workflow and where the workflow is currently sitting. If the workflow is waiting on another user for a signature, there is a 'remind' box that will send a reminder email to the Shoobx user who needs to complete a step.

If you have any questions, please reach out to support@shoobx.com.

Additional Resources:

Intro to Employment Confidentiality Agreements (ECAs)

What is a Workflow?

Shoobx now offers advanced HR capabilities for growing teams called HR Plus. Shoobx automatically links employment offers to equity management, makes sure employment documents and IP assignments are complete and ready for diligence, and manages exercise windows and equity repurchase at separation time. With HR Plus, you can extend your Shoobx SaaS subscription with a suite of features that make onboarding and managing employees even easier. If you would like to see a demo of HR Plus or have it enabled, please speak with your account manager.