Hiring and employment contracts in kintone: outputting offer letters and contracts with Word templates

Which documents do you output at each step from hiring to the contract?

From the hiring request to certificates after joining, you move the record's status forward and output a document at each step. Under each step, the diagram shows an example of the document PRING outputs.

1. 1Hiring request and approval

   Hiring approval form (approver seals and dates)

2. 2Offer

   Offer letter, hiring notice (sent by email)

3. 3Employment terms

   Employment terms notice (Word)

4. 4Employment contract

   Employment contract (Word, company seal)

5. 5After joining

   Certificates such as proof of employment

You can change the number and names of the steps to fit your own process. Manage the records of candidate screening in kintone apps.

What does PRING output at each step?

Every document in the table below comes from a Word or Excel file that you register as a template. PRING does not supply the wording, so write it with a labor specialist or according to your internal rules.

How do permissions, approval and the audit log help with hiring and contracts that contain personal data?

Hiring and contract documents contain personal data. You use PRING by leaving who can see records to kintone permissions, limiting who can output, and keeping a record of what was output.

• Limit who can see and who can output

  Who can see a record is decided by the access rights of the kintone app, record and field. On top of that, each PRING template can limit its button by status and by usable users and organizations. For example, only the HR department can output the employment terms notice, and only when the status is Offer. If you select nothing, everyone sees the button, so always limit it for HR documents.

  Help: Control when export buttons appear

• Approval records and seals

  When hiring approval or internal approval of a contract runs through kintone process management, the approver and the time are recorded on the record, and a seal for each approval step is placed on the document. The record is for the visual seal, and anyone with permission can edit the fields, so restrict the fields' access rights to the approvers.

  Help: Approval records and a seal per approval step

• Audit log

  Create the PRING File Log app in your own kintone, and each time a document is output, attached, replaced or deleted, the time, version, file name and SHA-256 are recorded. Because the log includes the file name, build file names from a number such as a candidate or employee number instead of a name. The records are not stored on PRING servers.

  Help: Audit log of output files

• Text documents from Word templates

  Write {{full_name}}, {{start_date|yyyy/mm/dd}} or {{salary|#,##0}} in the body and kintone values are filled in. Only field codes go into the template, not any personal data. Wrap a table row in {{#allowance}} and {{/allowance}} and it repeats for each subtable line.

  Help: Create and register a Word template

How do you set up hiring and contract output?

First decide the apps and access rights in kintone, then set up the Word templates and button conditions in the PRING settings screen. A single letter can reach its first output in about 15 minutes (according to the help page, as of 2026-10-27).

1. 1

   Build the hiring apps in kintone

   Create apps for hiring requests, candidates, and offers and contracts (or one app with statuses) in kintone. Prepare the items that appear in the documents, such as name, start date, salary and allowances (a subtable). PRING does not create these apps.

2. 2

   Decide the kintone access rights

   Use the access rights of the app, records and fields so that only the HR staff can see personal data. PRING outputs the records that the person pressing the button can see.

3. 3

   Write a Word template and register it

   In the Word file of the employment contract or letter you use now, write {{field code}} where each value goes, and upload the .docx in the settings screen. Fix any warnings about field codes that do not exist in the app in the list of merge fields.

   Help: Create and register a Word template
4. 4

   Set up approval records and seals

   Prepare approver and approval time fields for the process management of hiring approval and similar flows, and assign them to the approval actions under Approval records in the Seal tab. Register the company seal in the Seal tab.

   Help: Register seals and place them in documents
5. 5

   Decide when the button appears

   For each template, choose the statuses in which the button appears (for example, the offer letter only at the Offer status) and the users and organizations who can use it (for example, the HR department).

   Help: Control when export buttons appear
6. 6

   Set up email

   Register your own mail server (SMTP) in the mail settings, load the hiring notice and employment terms notice templates, and adjust the wording. Send mail one record at a time with Send email on the record detail screen.

   Help: Set up mail sending
7. 7

   Set up the audit log

   Create the File Log app in the Audit log tab of the settings screen. Build the file name rule from a number rather than a name.

   Help: Audit log of output files
8. 8

   Output and check

   With a test record that contains made-up values, check the values, date formats, number of allowance rows and seals. If {{ }} remains as text, fix the spelling of the field code.

   Help: Output a PDF or Word file from a Word template

Frequently asked questions

Related pages

• Help: Create and register a Word templateNotation, formats, line-item rows and seals
• Help: Control when export buttons appearStatuses, and usable users and organizations
• Use case: Expense claimsApproval seals and a monthly expense list
• All use casesPurchasing, sales, expenses and hiring
• PRING features and pricing (home)Features, pricing and FAQ