🎯 Purpose of this article
This article helps you understand how the engagement letter works on your Komeet solution, prepare its activation under the right conditions, and troubleshoot common errors independently. It is intended for company administrators.
✅ Prerequisites
Have administrator access to your Komeet solution
Have contacted your CSM to request activation of the feature
Have filled in your company's legal information in the solution settings (see section 3)
📋 Description
1️⃣ What is the engagement letter?
The engagement letter is a legally binding PDF document, co-signed by your company and the employee. It officially formalises their volunteer commitment during working hours.
It includes:
The employee's identity and job title
The beneficiary organisation and its legal representative
The initiative description, dates and location
The working arrangements and remuneration conditions
The employee's confidentiality obligations
⚠️ Not to be confused with the participation certificate:
- The engagement letter is generated before the initiative — it formalises the commitment.
- The participation certificate is generated after the initiative — it serves as proof of participation.
2️⃣ How to activate the mission letter on your solution?
Activating the engagement letter cannot be done independently from the administration interface. It is configured directly by the Komeet team.
To request activation, contact your CSM.
Once activated, the engagement letter is accessible from: Volunteer Tracking → Application → Download the letter
3️⃣ Preparing your company data
The engagement letter uses dynamic variables that pull directly from your company profile in the solution. If these fields are empty, the corresponding information will not appear in the generated PDF.
Before activation, make sure the following fields are filled in within your company settings:
Field | Importance |
Company name | Required |
Full address | Required |
City | Required |
Legal name | ⚠️ Often overlooked |
Representative entity | ⚠️ Often overlooked |
Representative's title/qualification | ⚠️ Often overlooked |
Company logo | Recommended |
4️⃣ Customising the letter content
Customisable elements:
Company logo
Company name
Introduction text
🚫 What cannot be modified independently: The template structure (layout, fixed fields) cannot be changed from the interface. Any modification request must be submitted to Komeet support.
🌍 Letter in a foreign language: If your employees use the solution in multiple languages, a separate template per language is required. These templates are configured upon request through your CSM.
5️⃣ Requirements to download the letter
The letter cannot be generated at any time. Three conditions must be met at the time of download:
Condition 1 — Working-hours dates must be validated The application must include at least one participation date during working hours, with a validated status (participation confirmed, awaiting volunteer confirmation, or participation already completed).
Condition 2 — No dates must be pending validation If a date is still awaiting validation (by the manager or the organisation), the download is blocked.
Condition 3 — All validated dates must have a validation date recorded If an approved date does not have a validation date, generation is also blocked.
👉 In practice: the letter can only be downloaded once the manager has validated the participation. If manager validation is disabled on your solution, it is the organisation's validation that unlocks the download.
6️⃣ Troubleshooting common errors
⚠️ Error when downloading the letter
Check that the mission linked to the application has slots with precise dates, and that these dates have been validated by the manager. Without these conditions being met, the letter cannot be generated.
🔍 The letter is not available on an application
Check that the participation was completed during working hours.
🖼️ The letter displays but without the company logo
Check that the logo has been correctly uploaded in your company settings. Once the logo has been updated, try downloading the letter again.
📝 Some fields appear blank in the PDF
Check that all fields in the company profile are filled in, particularly the legal name, representative entity and representative's title/qualification (see section 3).