A contract in StaffSavvy is a set of rules that govern a staff member's employment. It can include the online signature of a contract document or match a physical contract handled offline.
Contracts can be assigned to cover specific skills on an employee contract or include all of them. This allows a staff member to be contracted for specific hours in some skills and a casual staff member for others.
You can find a contract by searching the contract title.
Creating a Contract
To create a contract, you must go to Pay > Contracts > Manage Contracts.
Then, at the top right of the page in the Actions Bar, you will see an Add Contract button. Click on this, and you will be taken to a new page where you can begin creating a contract.
This next section will discuss your options regarding specific details in your new contract.
Contract Types
Contract types allow you to group different contracts together for reporting purposes. They also allow you to change how the system refers to a contract for those staff members on the contract.
For example, employees will see it as a Contract. Volunteers might have it called terms and conditions, etc.
On the Manage Contracts Page, you can use the Edit Contract Types option in the actions menu to edit, add and remove contract types.
Additional email notes can be added to all shift emails automatically based on contract types. So freelancers can automatically receive Terms and Conditions directly in their email notifications. See our Contract Types article for more information.
Contract Options
Each contract has a collection of options that will restrict an employee's working hours, allocate them holidays, and change the reports that can be seen. See our Contract Options page for more information.
Multiple Contracts Weekly Availability
You can also allow staff to provide different availability for each contract. This is useful if you have staff working in different skills and must specify their availability per contract.
You must enable this setting to use it. The setting applies to all staff and is under Global Settings > Staff and Contracts > Go to the Contracts section and enable the option 'Weekly Availability Preferences per Contract'.
Note: Staff must review their availability once you make this change to ensure it is correct.
Assigning a Contract
When an employee registers for the site, you can assign a contract within their profile under Employment Details > Relationships > Edit or via the Assign Contracts report. The date that the contract is assigned becomes the contract start date.
Detailed contract management is available via their profile. Under the actions menu, when you choose Edit Details > Manage Contracts.
From here, you can edit the start and end dates for the contract, which skills it should cover and view past contracts.
You can set the system to block staff working without an active contract under the Staff Settings section of Configuration in ‘Manage Global Settings’.
If the contract type is enabled for salaried staff, a salary box will be displayed to allow this information to be entered.
Uploading / Overriding Contract Documents
Under each contract within the ‘manage contract’ entries, you can manage the paperwork associated with the contract. This allows you to upload a pre-signed contract (e.g. a scan of a paper copy) or disable digital signatures altogether.
You also have the option to assign a contract document that has previously been uploaded to it that is associated with that contract entry.
Contract Document Approval
By default, contract documents do not need approval. This allows for the rapid assigning of documents. You can enable an approval process for contract documents within the Global Settings under Staff & Contracts > Contracts.
There are two options: general approval and third-party approval. The general approval means someone with permission to edit contracts must approve a contract before it can be signed. This allows the contract document to be reviewed with the staff member's details (and using the edit option detailed below, adjusted) before the staff member can see the document.
The third-party approval option extends the requirement so the approval must be made by a different manager to the one who assigned the document.
For example, Jane assigns a contract to Alice. Jack must now approve the contract document; Jane cannot approve the contract themselves. This provides a third-party check of the contract document.
Contract Document Customisation
If you have a contract document assigned to the contract, you can preview the contract as the staff member will see it. On this preview, you also have the option to customise the contract to edit any of the content. Once approved, this document will be presented to the staff member for signature.
This option, combined with the approval process for contract documents, allows you to review and adjust contract documents before the staff member can view them.
Contract Hours Reports
These reports allow you to see each employee within each contract and the hours they are performing against their minimum and maximum hours for any contract period. You can find this under Pay > Contracts > Contract Hours Report.
You can use the previous and next period buttons to switch contract periods.
You can also view a detailed breakdown of the hours worked per employee (this report will be different depending on whether the employee is allowed TOIL or not).
If the report incorporates TOIL it will include information on previous periods and a suggested action at the bottom if the employee owes or is owed hours. The non-TOIL version will report the hours compared to the employee’s maximum hours in this contract period.
Staff who are assigned to multiple concurrent contracts will appear in multiple reports.
Quick ‘Increase Salary’ option
A simple way to quickly increase a staff member’s salary is by going to a staff member's profile page. You can find this under Profile > Employment Details > Relationships. There, you will be allowed to schedule a fixed change in salary or a percentage increase.
This can only be viewed and altered on a staff member with a salaried contract and does not apply to casual staff or freelancers. To ensure your staff member is salaried, you can check this under relationships as well, and under contract, you'll see what type it is. If the salary button doesn't appear here, click on the contract and change the type to permanent.
Contract Date Sets
Date sets allow you to set date ranges when specific rules, expected hours or limits do not apply. This can be found under Pay > Contracts > Date Sets. It is particularly useful for the education sector, festival organisers or any organisation with very busy or quiet periods affecting the working rules.
You can create multiple Date Sets within the system for use by different contracts. These can each then have multiple date ranges contained within them.
For a university example, you might have a set of dates called “Out of term/semester”. This set would list all of the holiday/vacation dates within the university and could be used to remove working visa limits or change the expected weekly hours for affected staff.
You can continuously add dates to each Exception Date set so these can be kept up to date without having to edit every rule or contract that uses them.
Automatically block holiday/time off requests during certain periods
This option allows you to display warning messages to staff when they are requesting holidays or time off that cover certain periods of time.
You can also use the same option to block all requests during the dates provided. This is the ultimate option; no requests will be permitted during these dates.
To set up a date set (which can be used to either block or display warnings) go to Pay > Contracts > Date Sets.
Create a new date set or update an existing set. Simply add all of the date ranges you wish to exclude. If it’s a single date, set the start and end dates the same.
Now, to assign the date sets to a contract. Go to Pay > Contracts > Manage Contracts. Edit your contract. Under the Holiday tab, find the Warnings and Request Blocking section.
Choose a date set that will display warnings and block holiday requests in that period.
Contract Manipulation Rules
The contract manipulation rules are powerful rules that can be employed to update a staff member’s paid or worked hours based on a range of filters.
Create the rules under Pay > Contracts > Manipulation Rules. When editing or adding a new rule, you will be presented with a series of filters that you can use to tell StaffSavvy when to apply the rule. These can be between specific times, days, national or organisation holidays when working so many days a week or over many hours.
Once the rule has been reached, you can tell the system to manipulate the paid and/or any hours deducted from the staff members' contracted hours. For example, you can configure the rule to pay double time on bank holidays automatically; there are many possibilities.
The system will still maintain the actual hours worked and use these for contract limits and rules; the hours paid will be adjusted.
When a rule is in effect, a breakdown of the rules will be shown on both the shift details and the time entry details pages.
Shift budgets will also consider any of the contract rules so that the predicted cost of a shift will be correct.
Manual Contract Documents
You can manually choose an employee's contract document to increase flexibility for staff on the same contract but with different wording within their signed agreement. This lets you choose when to assign the document to the staff member for signature.
Go to Edit Details > Manage Contracts within a staff member's profile. For the required contract, use the Documents button and choose either Choose Contract Document or Change Contract Document. This will allow you to choose the document you wish to assign. You will also be able to view and edit the document if required.
Countersigned Contract Documents
Contract Documents can be set to have a manual countersign signature. You can choose who should countersign the contract document within the contract document. The system will notify that staff member once the new member has signed. They can then review and countersign the document.
When requiring a counter signature, you can further specify what skill or position you want the counter signature to come from, i.e. a manager or someone with a certain access level.
You can then decide what access level, team, skill or even specific staff member you want the signature to come from.
To use: Go to Pay > Contracts > Contract Documents and enable a counter signature.
A countersigned report can be found under Reports > Staff Reports > Contract Countersign Report.
This report shows all of the contracts that are awaiting countersignatures across the organisation.
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