How to approve and send the contract to the candidate
When the candidate is Waiting for approval: fill in the recruiter fields, confirm sending or stop it with Don't send.
Updated on Oct 12, 2026
Before the contract goes out, Klaaryo asks you to approve it. You fill in your fields and confirm sending.
Where to find it: in the approval notification, in the collection conversation in Inbox, or from the collection details (View conversation).
When you can send it
- The candidate is in Waiting for approval status.
- You see the message "Name has completed the form and is ready to receive the contract".
Steps
- Open the notification or the candidate's conversation.
- Check the form answers with View responses.
- Click Send contract now. The Send contract window opens.
- Fill in the recruiter fields. For example start date, work location, contract level.
- Click Confirm sending.
What happens after sending
- You see "We'll send the contract to Name": the contract will go out shortly.
- Klaaryo sends the signature request through the e-signature provider.
- With Sequential signing, the HR manager signs first, then the candidate receives the link on WhatsApp.
- If you turned on 2FA, the signer confirms their identity before signing.
- Follow the signatures in the Participants signing status box.
- The conversation keeps a record of who approved and when.
Not sending the contract
- In the conversation, click Don't send.
- Confirm. You can resume the process at any time.
The conversation keeps a record of the rejection, with date and name.
Good to know
- You decide which fields you fill in when you create the contract. See How to create a Contract.
- A contract that has been sent but not yet signed can be canceled, but not resent. To send a new one, start a new collection.
Common issues
I don't see the button to send the contract. The candidate must have completed the form first. Check their status in the Participants tab.
I got some data wrong in the recruiter fields. A contract that's already been sent can't be corrected or resent: cancel it and start a new collection with the right data.
Related articles
- How to start a collection manually for a candidateAdd a contact to a collection with Add contacts, manually or from a file, or start it from the interview outcome.
- What a Contract is and where to find the signed contractThe PDF that the candidate and the HR manager sign digitally through the e-signature provider; where to see the signed contract.
- What a Form is and how the candidate fills it inThe form the candidate receives on WhatsApp to send the data needed for the contract. What they see and what happens after they submit it.
- What a document Collection isThe pre-onboarding flow that sends the candidate a form, a contract to sign, or both via WhatsApp.
- How to create a ContractUpload the PDF, write the sending message, assign fields and signatures; the candidate form is created automatically.
- How to create a FormCreate an onboarding form: sending message, fields linked to the contract and additional fields.
- How to create a document CollectionCreate a new collection in four steps: information, objectives, resources (form and contract) and activation.
- How to track participants in a collection's detailsThe Participants tab of a collection: candidate statuses (form sent, waiting for approval, offer signed…), filters and actions.