Managing hiring contracts doesn’t have to slow down your recruitment process. Contract Hub is Talkpush’s built-in e-signature and contract management solution designed for high-volume recruitment. It allows recruiters, HR teams, and administrators to create, send, and track contracts directly within the Talkpush candidate communication workflow.
With Contract Hub, contracts are delivered through the same channels candidates already use, automatically matched to the correct job positions or hiring campaigns, and monitored in real time — ensuring a seamless and efficient hiring experience.
How It Works
Candidate data automatically flows into Contract Hub. Contracts can be triggered based on workflow rules tied to candidate status. Once triggered, matching rules evaluate and select the best-fit template. The contract is then sent through the candidate’s preferred channel (WhatsApp, SMS, or Email). Contract status is synced back into Talkpush for easy tracking.
Data Mapping Overview
To access the Contract Hub, please contact your Account Manager.
Getting Started with Contract Hub
Logging In
To begin, go to contract-hub.talkpush.com and log in using your email and password. Once you receive an invitation link, follow the instructions to set up your password. If you encounter login issues, use the Forgot Password option to reset your credentials.
If you have access to multiple companies, select the appropriate company from the company selector upon login. You can switch companies at any time using the navigation bar. Users with access to only one company will be directed straight to the dashboard.
Creating and Managing Contract Templates
Contract templates allow you to standardize agreements and automate contract delivery based on candidate attributes.
Steps to Create a Template
Navigate to the Templates section and follow the 4-step creation wizard:
Upload your document (DOCX for editable dynamic mode or PDF for field overlay).
Enter template details, including name and description.
Define signers, including the primary signer (candidate) and any additional signers.
Configure matching rules to automatically assign the template based on campaigns or candidate attributes. Matching rules allow automated contract assignment. For example, you can configure a template called “Manager Contract – NY” to send only to candidates who meet the following conditions:
- Location = New York
- Job Level = Manager
These rules use AND logic to ensure accurate targeting.
DOCX templates can be edited directly within Contract Hub using dynamic fields, images, headings, lists, and links. PDF templates use the Field Overlay Editor, which allows you to visually place signature fields, date fields, initials, and checkboxes, and assign them to specific signers.
Managing Signing Sessions
Signing sessions allow you to send contracts and track candidate progress throughout the signing process. The Signing section displays all signing sessions, providing a complete overview of every contract that has been sent to candidates, along with their current status.
Send and Track a Contract
Navigate to Signing in the sidebar and click New Session. Select the candidate(s) and choose the template. If matching rules are properly configured, the correct template will be automatically selected. Review the details, then send the contract.
You can monitor progress through the following statuses:
From the session view, you can resend reminders, void a session, copy the signing link, or review the audit trail. Filtering by pending or expired sessions helps ensure no candidate is left behind.
Candidate Signing Experience
Candidates receive their contract via WhatsApp, SMS, or email, depending on the configured communication channel. The candidate journey includes:
A branded welcome screen displaying the contract title and a start button.
A full contract review screen where candidates can scroll through the document. An optional AI assistant may be available to explain clauses.
Completion of required fields and electronic signature.
Confirmation and download option once signing is complete.
The signing process is fully mobile-optimized and works on any device without requiring an app download.
Administration and User Roles
User roles determine access levels within Contract Hub.
The Talkpush Owner has full system access, including global user management and company creation.
The Admin role is responsible for managing templates, signing sessions, and users. Admins can create, edit, duplicate, and archive templates, configure matching rules, view all signing sessions, void contracts, resend reminders, access audit trails, and invite or manage users.
The User role has more limited access: Users can view templates, track and manage only their own signing sessions (including copying signing links), and update their own profile, but they do not have permission to modify templates, manage other users, or control company-wide settings.
Security and Compliance
Contract Hub is built with enterprise-grade security to protect your organization’s data and ensure legal compliance. All information is encrypted in transit using HTTPS/TLS and encrypted at rest. Role-based permissions restrict access to authorized users only. Every action taken within Contract Hub is recorded in a complete audit trail, documenting who performed the action, when it occurred, and from which device.
Electronic signatures collected through Contract Hub are legally binding under major regulations, including:
ESIGN Act (United States)
eIDAS (European Union)
UETA
Signed contracts and audit logs are retained according to your organization’s internal policies. For specific retention periods, contact your system administrator.
Q: What file formats can I upload as a template? A: Contract Hub supports DOCX (Word) and PDF files. DOCX files can be edited using the rich text Template Builder or converted to overlay mode. PDF files always use the Field Overlay Editor for field placement.
Q: Can I have multiple signers on a contract? A: Yes. Every contract has a primary signer (usually the candidate) and you can add additional signers such as managers, HR representatives, or legal approvers. Each signer gets their own designated fields.
Q: What happens if a candidate doesn't sign? A: You can track unsigned contracts in the Signing section. Use the "Resend" action to send a reminder notification. If the signing deadline passes, the session status changes to "Expired" and a new session would need to be created.
Q: Can I void a contract after it's been sent? A: Yes. Admins can void any signing session from the Signing section. This permanently invalidates the contract — the candidate can no longer sign it.
Q: Can I edit a template after signing sessions have been created from it? A: Yes, but changes only apply to new signing sessions. Existing sessions use the template version that was active when they were created. This ensures consistency for in-progress contracts.
Q: What's the difference between DOCX dynamic mode and overlay mode? A: When uploading a DOCX file, you choose between dynamic editing (full rich-text editing in the Template Builder) or overlay mode (convert to PDF and place fields visually). Dynamic mode is best when you need to frequently update text content. Overlay mode is best when document layout must be preserved exactly. |
