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Campsite employment contracts cover the full lifecycle: templates and configs, issue to new hires or existing staff, bulk annual renewals, finance rate reviews that feed templates only, variations, fixed-term flags, and offboarding handoff.

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How contract configs, Job, and signed contracts connect

Campsite follows the usual HRIS split used by products such as Workday and SuccessFactors: What wins after sign
  • Signed contract drives rota and clock hours caps, wagesheet rate snapshots, and leave entitlement behaviour from the frozen holiday method.
  • Holiday method on the signed contract:
    • none → no paid annual leave entitlement (Job marked not entitled; allowances are zero)
    • day_one → full contractual year after join/leave pro-rata (available immediately)
    • monthly → same base, scaled by months earned in the leave year
    • anniversary → zero bookable entitlement until the service anniversary in the organisation leave year, then day-one style for that year
  • When no signed holiday method is present, organisation leave settings remain the default.
  • Job stays editable for title, grade, FTE, location, and headcount. Once a contract is signed, weekly hours on Job are locked to the hours on that contract.
  • At issue time, Job and profile fields (name, email, title, work location, FTE, weekly hours, start and end dates) are merged into the contract together with config rules (hours cap, holiday, overtime, rate).
How hours stay in sync
  • New contract: set weekly hours and dates on the Job tab, then issue the contract. The contract takes the weekly hours as the contracted (minimum) hours, and any max hours on the contract config stay as the weekly cap. When the employee signs, Job weekly hours, dates, and the rota minimum and maximum follow the signed contract.
  • Existing contract: use Change weekly hours on the Contracts tab. A variation with the new hours is sent for signature. When it is signed, Job weekly hours update and the rota limits follow (a contract cap moves to the new hours when the contract had one).
  • Edit from the Job tab: open the employee record (/hr/records/{employee}?tab=job), choose Edit, and change any contract term in the Contract section: employment basis, working pattern, contracted weekly hours (minimum), maximum weekly hours, contract start and end dates, and notice period. When you save, a review panel lists each change (old value to new value). Nothing is sent until you confirm. Then:
    • If the contract is signed, a variation listing the changed terms is sent to the employee for signature. Job and the rota minimum and maximum change once the variation is fully signed.
    • If the contract is still unsigned (draft or sent), it is updated with the new terms and sent again.
    • If a contract is part-way through signing, finish or withdraw it on the Contracts tab first.
    • Contracts issued from an employment entry take their terms from that entry, so change the entry instead.
  • Editing Job title after sign updates People only. It does not silently rewrite a signed PDF. Issue a variation if the contract wording must change.
Same title across people is normal. The contract config does not store “the” job title for the whole workforce. Each person’s Job tab holds their title. If Job mirrors look out of date after a sign, use Refresh Job from contract on the Contracts tab (or Refresh from contract on the Job tab). Sign flows retry the Job update automatically; if it still fails, the action reports that the contract is signed and asks you to refresh.

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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 legal kinds (Permanent, Fixed-term, Zero-hours, Casual). That is separate from full-time / part-time hours on the employee record for payroll. Holiday entitlement on a config auto-fills from max weekly hours using the org formula: start from 20 full-time days over 52 weeks, scale by weeks and contracted hours, convert with a 7.3-hour day, and round up to the nearest half day. You can edit the wording after auto-fill (for example long service or carry). That auto-fill is contract wording only. Live leave balances use organisation leave settings and the HR record (UK weekly days × statutory weeks when enabled, with mid-year days changes time-weighted). See Leave settings.

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Hiring and employee issue

  • New hire (hiring pipeline): After a conditional offer is signed and the person joins, create or reuse a contract config if needed, then issue the employment contract from the employee Contracts tab. Issue prefill pulls job title, grade, pay rate, legal kind, and start date from the recruitment request / listing / signed offer (and Job facts). Merge fields only insert values that exist; empty tokens stay blank and are listed before send.
  • Direct invite (no hiring pipeline): Fill Job person-role fields (title, FTE, planning legal kind). Do not put salary amounts in Pay grade. Open Contracts → Issue contract; defaults come from the Job record. Live pay still lives under Finance / rate groups.
  • Staff open the secure email link, then sign in as the intended recipient before the contract and personal details are shown. The link alone is not enough to view or sign. They also see a Review and sign prompt on their Dashboard when a contract is waiting. When the employee signs first, HR with contracts manage access receives a counter-sign email with a link to the Contracts tab. Employer counter-sign completes dual signature; Job mirrors and leave sync finish after that.
  • 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.
When issuing: Legal kind is Permanent / Fixed-term / Zero-hours / Casual. End date appears only for Fixed-term. Permanent contracts stay open-ended. Signed contracts are locked. Corrections use a variation or amendment (never edit the original).

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Before signature

HR can correct a draft or sent contract in place from the employee Contracts tab (Correct unsigned contract). Saving or re-sending updates the same pending row and replaces the signing link so the employee cannot sign an outdated copy. The side-by-side preview compares the current unsigned wording with the updated draft. It does not treat that flow as replacing a signed contract. HR can also withdraw a draft or sent contract (status becomes Withdrawn and the signing link is revoked). Only one open unsigned contract (draft, sent, or partially signed) is allowed at a time.

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After signature

Use Issue extension when you need a formal extension letter that keeps the original signed contract in force. Enter the new end date (and optional reason). After signatures, Campsite updates the parent end date and Job record. Use Amend & re-issue (or Vary) when the wording or terms themselves change. Amendments require a reason and effective date. The signed PDF stays available as historical evidence; the employee reviews and signs the new version.

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Editing templates

Contract templates use the same document editor as offer letters:
  • Select text to open a floating formatting toolbar for bold, italic, underline, headings, and lists
  • Type / to add headings, numbered or bulleted lists, quotes, dividers, and merge fields
  • Insert merge fields as protected tokens in the [field name] format while older {{field_name}} templates continue to work
Date merge fields such as [start date] and [fixed term end date] render in Campsite’s standard document date format when the contract is generated or previewed.

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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. That method is used in two places:
  1. Leave entitlement (bookable days): the signed method overrides organisation leave accrual defaults for that person. none means not entitled; day_one is full pro-rata entitlement; monthly accrues through the leave year; anniversary unlocks after the service anniversary in the organisation leave year.
  2. Wagesheet holiday uplift (pay): on manager timesheet approval, holiday uplift follows the same method for pay: 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).

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During the contract

From the employee Contracts tab you can:
  • Change weekly hours: enter the new weekly hours and effective date, check the variation preview (it includes a variation of hours clause), then send it for signature. The variation uses the same template as the current contract. Open requests show a review button that opens the same preview before anything is sent
  • Correcting an unsigned hours variation keeps the agreed hours and the variation of hours clause
  • Issue a variation (hours or role change) or move rate group mid-year. Set Contracted weekly hours in the Vary drawer when the hours change
When a variation with new weekly hours is signed, Campsite updates the weekly hours on the employee record (and the linked job, where there is one) to match the contract. You do not need to edit the record separately.
  • 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

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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.

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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.

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Multiple employment arrangements

On a person’s Job tab, use Employment arrangements to add Employment 1 and Employment 2, with further entries available when needed. Each entry has its own job title, weekly hours, hourly rate in GBP, employment type, legal kind, start and end dates, work location, department, employed-under details and notice period. HR users with permission to manage employee records can edit these entries. For example, HR Administrator can be a part-time role at 15 hours per week, alongside an Events Crew role at 10 hours with a different hourly rate. On Contracts, choose the employment for the new contract before selecting Issue contract. The preview uses that entry’s details. Each employment can have its own contract awaiting signature. A replacement contract applies only to the same employment. Editing an employment changes future contract previews. Issued and signed contracts retain their saved text and employment snapshot. Existing contracts remain linked to their original legacy details; adding entries does not reassign them. Role-specific signing does not overwrite the person’s generic Job record. This workflow does not change rota assignment or aggregate payroll and leave calculations across roles. Templates can use {{job_title}}, {{weekly_hours}}, {{contracted_hours}}, {{hourly_rate}}, {{pay_rate}}, {{employment_type}}, {{contract_type}}, {{start_date}}, {{end_date}}, {{employed_under}}, {{employment_number}} and {{notice_period_weeks}}. Values come from the selected employment; missing values remain blank. Update the employment entry before issuing a contract if required details are missing.