Contracts workspace
Open Contracts in the sidebar (/hr/contracts).
Conditional offer letters stay under Hiring → Documents. Employment contracts live in the Contracts workspace.
Job listings and recruitment requests use the same employment contract types (Permanent, Fixed-term, Zero-hours, Casual). That is separate from full-time / part-time hours on the employee record for payroll.
Hiring and employee issue
- New hire: After a conditional offer is signed, send the employment contract from the job pipeline (same underlying contract record).
- Existing staff: Open the employee file → Contracts tab → Issue contract. Staff sign via the secure email link (same signing URL as hires, without the candidate pipeline chrome). Employer counter-sign completes dual signature when required.
- Bulk: Create a batch filtered by rate group and venue, review or exclude members, then send for e-signature together. Send creates a personalised contract and signing email for each included member.
- TUPE / early exit: From the employee Contracts tab, import transferred terms (flagged for legal review) or end a fixed-term early with a clawback check before offboarding.
Finance rate review
Use Create job contract groups on Rate groups to add Permanent, Fixed-term, Zero-hours, and Casual groups, then approve a rate with an effective date. That updates template defaults for future issues and renewals. Existing signed contracts keep the rate frozen at signing time for audit. Contract configurations can set holiday pay method (day_one, monthly, anniversary, or none), overtime eligibility and multiplier, and related pay rules. Those values are frozen into the configuration snapshot when the contract is issued. On manager timesheet approval, holiday uplift follows that method: none pays nothing; day one uses the full org holiday percent; monthly uses a weekly accrual proxy; anniversary uses the full percent only after the continuous-service (or contract start) anniversary in the UK leave year (1 Apr to 31 Mar). The rate snapshot on the signed contract is what payroll uses to calculate wagesheet lines for that person and week (not the live rate group after the fact).
During the contract
From the employee Contracts tab you can:- Raise a formal hours-change request, then agree and issue a variation for re-sign
- Issue a variation (hours or role change) or move rate group mid-year
- Issue an amendment (error correction)
- Renew or convert fixed-term to permanent (notice period recalculated from continuous service using UK statutory rules with a four-week floor; continuous service preserved)
- Fold renewals and conversions into an upcoming bulk draft when dates and rate/venue align
- Flag regular-hours reviews for the Contracts home queue. Cron also flags zero-hours/casual staff using approved timesheets first, then rota shifts, then a 12-week tenure fallback. Each flag opens a guaranteed-hours review request
- Non-renew a fixed-term contract (ends as end of fixed term and opens the offboarding checklist)
- Complete offboarding: RTW/DBS documents are marked archived on the employee file, access revoke archives the HR profile via the leaver lifecycle, and clawback is flagged when early exit detects a clawback clause
Annual bulk renewal
Create a batch with a recurrence trigger date. Staff are notified ahead of the date that the current approved rate will apply. On the trigger date, cron creates a new batch with matching members (including fixed-term staff ending in the same window). Turn on Auto-send on trigger if you want contracts issued and emailed immediately; leave it off to review a draft first.Tips
- Keep offer letters and employment contracts as separate templates.
- Align renewals with your academic or financial year using batch recurrence where configured.
- Pay elements and payroll stay separate from contract sign; set pay in Finance after hire when needed.