How to create a (Master) Contract

Managing recruitment agency contracts efficiently is crucial for maintaining consistent terms and fee structures across your organization. SmartRecruiters' master contract feature helps standardize your agency relationships and streamlines the contract management process.

Why Use Master Contracts?

• Standardize agency fee structures

• Maintain consistent payment terms

• Streamline agency onboarding

• Enforce compliance across all agency relationships

• Reduce administrative overhead

• Centralize contract management

Prerequisites

• Permission for your role to manage master contracts

• Understanding of your organization's fee structures and payment terms

Step-by-Step Process

1. Accessing Master Contracts

1. Navigate to https://smartrecruiters.com/app/home/

2. Click on your profile icon in the top-right corner

3. Select "Settings" from the dropdown menu

4. Scroll down and click Master Contracts

2. Creating a New Contract

1. Click the "Create contract" button

2. Enter the contract details:

• Contract name (make it descriptive and clear)

• Select fee currency

• Choose contract type (Permanent/Freelance/Secondment jobs)

3. Configuring Fee Information

1. Set up the fee structure:

• Choose structure type (Percentage/Fixed/Custom)

• Enter fee details

• Specify payment terms (in days)

• Define payment timing options

Note: Fee structure affects what gets calculated in the system

The contract type you select determines how the system processes fee information in Fee approvals and Agency Analytics.

For permanent placements, a full fee calculation is made based on the fee structure defined in the contract (fixed fee or percentage-based). For freelance and temporary placements, no automatic calculation is made, but the system reads up to 50 characters from the first fee details field and displays that text as-is in the Fee approvals screen. This information is not used in Agency Analytics.

Using salary-based fee brackets in your contract

In the Master Contracts screen, you can define salary-based fee brackets to automatically apply different fee percentages depending on a candidate's salary. Enable the toggle next to Use Salary-Based Fee Brackets, then fill in the salary ranges and corresponding fee percentages.

Each bracket requires a Salary From value; the Salary To field can be left empty if the bracket should cover all salaries above a certain threshold. Use Add bracket to define multiple tiers. For example, a lower fee percentage for roles below €60,000 and a higher one above. These brackets are only available for permanent employment vacancies.

4. Setting Up Payment & Restitution Terms

1. Configure payment terms

2. Set restitution conditions

3. Define guarantee periods

4. Establish exclusivity terms if applicable

5. Finalizing the Contract

1. Upload the previously signed document

2. Click "Save" to store the contract

Best Practices

Naming Conventions

• Use clear, descriptive names

• Include region or contract type if applicable

• Add version numbers if needed

Contract Management

• Review contracts periodically

• Update terms as needed

• Document changes and reasons

• Maintain version control

Troubleshooting Common Issues

• Invalid currency selection

• Fee structure conflicts

• Payment term inconsistencies

• Agency assignment errors

Security Considerations

• Verify all contract terms before saving

• Double-check agency assignments

• Document all changes

• Maintain audit trail

Need Help?

• Contact SmartRecruiters support