Owner: Legal Lead
Joint Ownership: Andrew Herbert (approves all templates — hard gate)
Contributors: External AU employment counsel · External US employment counsel ·
HR Lead (template selection and execution) · Head of Delivery (AIe/AIc template input)
Department: D6 — Operations (Legal)
Entity: REMAP.ai (AU) + PrivateAI (US) — both
Status: v0.9 · Not Started
Version: 0.9 | Last updated: 2026-04-23 | Classification: Confidential
What this workflow does: Builds and maintains the library of legally reviewed
employment and contractor agreement templates covering every engagement type across
both entities. Produces eight templates (A–H) plus a standard clause library and
template selection guide. Ensures the business can execute any hire or contractor
engagement quickly, consistently, and with legal compliance in both jurisdictions.
What triggers it: Two distinct triggers:
What it produces: OPS-L01b-DOC-01 — Employment & Contractor Agreement Template
Library. Eight Google Doc templates (A through H), a standard clauses reference
document, and a template selection guide. Stored in Google Drive
/Legal/Templates/EmploymentContracts/.
Why it matters: Every person who works at or with REMAP.ai or PrivateAI must
have a signed agreement before they start. Without this library, every engagement
requires a custom contract — slow, expensive, legally inconsistent, and a blocker
to hiring. With it, HR Lead or Head of Delivery can select the right template,
customise it in minutes, and have it signed before day one.
Workflows this directly unblocks:
⚠️ Andrew Involved — Andrew approves every template before it goes live.
No template in OPS-L01b-DOC-01 is operational until Andrew has reviewed and
signed off. This is a hard gate — no exceptions. Andrew must also confirm which
external legal counsel will review templates in each jurisdiction before the
library build begins.
| Role | Department | Responsibility | Andrew? |
|---|---|---|---|
| Legal Lead | D6 Operations | Primary owner. Authors all templates. Coordinates external legal review in both jurisdictions. Maintains the library as law or business models evolve. | No |
| Andrew Herbert — CEO | Strategic | Reviews and approves every template before it goes live. Counter-signs all executed agreements. Must be consulted on non-solicitation clauses, equity provisions (Template H), and any deviation from standard terms. | Yes |
| External counsel (AU) | External | Reviews AU templates for NES compliance, Fair Work Act, sham contracting risk, AU IP law. | No |
| External counsel (US) | External | Reviews US templates for at-will employment, AB5/IRS classification, work-for-hire, US IP law. | No |
| HR Lead | D6 Operations | Selects correct template for each hire or engagement. Executes agreements using the defined process. Does not modify template content without Legal Lead approval. | No |
| Head of Delivery | D4 Delivery | Provides input on AIe/AIc placement terms (Templates F and G) — scope, oversight, reachback panel, client conduct rules. | No |
| Template | Name | Jurisdiction | Entity | Engagement type |
|---|---|---|---|---|
| A | Full-time Employment (AU) | AU | REMAP.ai (AU) or PrivateAI (AU) | Permanent FTE |
| B | Full-time Employment (US) | US | PrivateAI LLC | Permanent FTE |
| C | Part-time Employment (AU/US) | AU + US | Both | Part-time FTE |
| D | Independent Contractor (AU) | AU | REMAP.ai or PrivateAI | AU contractor (non-placement) |
| E | Independent Contractor (US) | US | PrivateAI LLC | US contractor (non-placement) |
| F | AIe Placement Agreement | AU or US | PrivateAI | AIe embedded placement |
| G | AIc Placement Agreement | AU or US | PrivateAI | AIc compliance placement |
| H | Advisor Agreement | AU or US | Either | Advisory relationship |
| Engagement type | Entity | Template |
|---|---|---|
| Full-time employee | REMAP.ai (AU) | Template A |
| Full-time employee | PrivateAI (US) | Template B |
| Part-time employee | AU | Template C (AU) |
| Part-time employee | US | Template C (US) |
| Contractor (not placed) | AU | Template D |
| Contractor (not placed) | US | Template E |
| AIe placement | AU or US | Template F |
| AIc placement | AU or US | Template G |
| Advisor | Either | Template H |
If the engagement type is not clearly covered by one template — escalate to Legal
Lead before proceeding. Do not use an approximate template.
All eight templates include these clauses. Content sourced from INF-03-DOC-01 (IP
Policy) and reviewed by external counsel in each jurisdiction:
| Clause | Notes |
|---|---|
| IP assignment | All work product created in the course of the engagement |
| Confidentiality | Covers both entities' confidential information, clients, and the nature of deployments |
| Non-solicitation | Of clients and team members — enforceability varies by jurisdiction, must be reviewed by counsel |
| Governing law and jurisdiction | AU templates: Australian law · US templates: US law (state TBD by counsel) |
| Dispute resolution | Mediation before litigation — AU and US versions |
Location: Google Drive /Legal/Templates/EmploymentContracts/
Naming: OPS-L01b-Template-[Letter]-[Description]-[Jurisdiction]-v[X.X].gdoc
Example: OPS-L01b-Template-F-AIe-Placement-AU-US-v1.0.gdoc
Step 1 — Engage external legal counsel in both jurisdictions
Step 2 — Extract IP clause content from INF-03-DOC-01
Step 3 — Draft standard clauses document
Step 4 — Draft templates A through H
| Template | Key specific clauses beyond standard |
|---|---|
| A (FTE AU) | Salary + super, Fair Work Information Statement, NES compliance, probation |
| B (FTE US) | At-will employment statement (required), compensation, work-for-hire |
| C (Part-time AU/US) | Agreed hours/week, pro-rata entitlements, flexibility provisions |
| D (Contractor AU) | ABN required, defined scope, no employment relationship disclaimer, sham contracting protection |
| E (Contractor US) | 1099 basis, contractor classification compliance statement, IRS/AB5 |
| F (AIe Placement) | Named client scope, reachback panel obligations, client conduct rules, dual confidentiality, variation of placement |
| G (AIc Placement) | Compliance framework obligations (GDPR/HIPAA/SOC2), data handling rules, reporting obligations |
| H (Advisor) | Advisory scope, equity or cash compensation, time commitment, term and renewal |
Step 5 — External legal review — AU counsel
Step 6 — External legal review — US counsel
Step 7 — Andrew review and approval ⚠️ Hard gate
Step 8 — File library and register in OPS-L01-DOC-01
/Legal/Templates/EmploymentContracts/Step 9 — Select correct template
Step 10 — Customise template for the individual
🤖 Step 11 — Execute agreement (send for signature)
/Legal/Agreements/[Name-EngagementID]/.Step 12 — Monitor for employment law changes
Step 13 — Annual template review
| Tool | How it's used | Agent-ready |
|---|---|---|
| Google Docs | All templates authored, stored, and shared; customisation in copies | Yes — API + MCP |
| Google Drive | Template library at /Legal/Templates/EmploymentContracts/; executed agreements per individual |
Yes — API + MCP |
| Wiki.js | Template Selection Guide published here | Yes — native |
| DocuSign | E-signature execution — TBD pending OPS-O02 | TBD |
| n8n | Agreement sending, signature tracking, and auto-filing — pending OPS-O02 | Yes — native |
⚠️ Tool gaps: E-signature tool not yet confirmed (DocuSign pending OPS-O02).
n8n automation not yet built. Both pending OPS-O02 (Technology Stack Assessment).
| Decision | Occurs at | Options | Owner |
|---|---|---|---|
| External counsel already engaged? | Step 1 | Yes → confirm scope · No → source quotes, Andrew approves | Andrew Herbert |
| AU redlines affect standard clauses? | Step 5 | Yes → update standard clauses first, cascade · No → template-specific only | Legal Lead |
| Andrew approves templates? | Step 7 ⚠️ | Approved → v1.0, file · Changes → revise, counsel, resubmit | Andrew Herbert |
| Engagement type clearly covered? | Step 9 | Yes → proceed · No → escalate to Legal Lead | HR Lead → Legal Lead |
| Non-standard terms requested? | Step 10 | No deviation → proceed · Deviation → Legal Lead + Andrew | Legal Lead + Andrew |
| Scenario | How to handle | Escalation |
|---|---|---|
| Hire needed before template library is built | Legal Lead + Andrew determine if a bespoke agreement can be used. Do not deploy anyone without a signed agreement. Flag as critical blocker at L10. | Legal Lead → Andrew — immediate |
| Individual refuses standard IP assignment clause | Legal Lead reviews specific pre-existing IP. Andrew decides on carve-out. If agreed — Legal Lead drafts addendum, never modifies the template itself. | Legal Lead → Andrew |
| AU and US counsel give conflicting advice on a shared clause | Legal Lead presents conflict to Andrew. Resolve by creating jurisdiction-specific versions rather than a compromise that fails both. | Legal Lead → Andrew |
| Wrong template used and already signed | Legal Lead assesses legal risk and advises Andrew on remediation. | Legal Lead → Andrew |
| Employment law change invalidates a template clause | Legal Lead flags immediately. Quarantine affected template. Initiate urgent update with counsel. Pause all pending uses. | Legal Lead → Andrew |
| Template H used for equity compensation | Escalate to Andrew and engage a corporate/equity lawyer for equity-specific terms. Employment counsel does not cover equity. | Legal Lead → Andrew → equity lawyer |
| Contractor disputes their classification | Legal Lead and Andrew engage external employment counsel immediately. Do not attempt to resolve internally. | Legal Lead → Andrew → external counsel |
| Metric | Type | Target |
|---|---|---|
| Template library complete before first hire | Leading | Library built and Andrew-approved before any hire or engagement |
| Zero agreements executed without a signed template | Lagging | 100% of hires have a signed agreement before day one |
| Correct template used for each engagement type | Lagging | Zero wrong-template instances per quarter |
| Annual template review completed on time | Lagging | Review complete within the financial year |
| Customised agreement sent within 2 business days of hire decision | Leading | 100% |
| Step | Current state | Suggested automation | Tool | Effort |
|---|---|---|---|---|
| Step 11 — Send for signature | Manual email | n8n trigger from OPS-H01a/H01c hire event → auto-generate agreement → send via DocuSign → track signature | n8n + DocuSign | Medium |
| Step 11 — File executed agreement | Manual save and log | n8n: DocuSign completion → auto-save PDF to Drive → auto-log in OPS-L01-DOC-01 | n8n + Drive + Sheets | Medium |
| Step 12 — Law monitoring | Manual — counsel emails | RSS / legal news → n8n filter for AU/US employment law keywords → Discord alert to Legal Lead | n8n + RSS | Low |
All automation pending OPS-O02 (Technology Stack) confirmation of DocuSign
integration. Do not build until OPS-O02 confirms.
| Direction | Workflow | What flows |
|---|---|---|
| Upstream | INF-03-DOC-01 — IP Policy | IP assignment clause content sourced before drafting any template |
| Upstream | OPS-H01a — Internal Hiring | Role type determines template selection |
| Upstream | OPS-H01c — Contractor Hiring | Contractor type determines template selection |
| Downstream | OPS-L01-DOC-01 — Legal Register | Library registered; every executed agreement logged |
| Downstream | OPS-H01a | References correct template for each hire type |
| Downstream | OPS-H01c | Templates D/E/F/G referenced for contractor onboarding |
| Downstream | DEL-05 — Placement Confirmation | Agreement reference (Template F or G) in placement record |
| Downstream | INF-03-DOC-02 — IP Register | IP assignment confirmed via executed agreement |
| Version | Date | Description | Author |
|---|---|---|---|
| 0.9 | 2026-04-23 | Initial draft — 13-step process across 3 phases (library build, operational use, maintenance), 8-template specification (A–H), standard clauses, jurisdictional coverage (AU + US), external counsel process, Andrew hard gate at Step 7. | REMAP Workflow Builder |