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Employment Contracts

Shivani Panchal Updated by Shivani Panchal

Employment Contracts are created on the System User record. Multiple contracts can be created for the Staff member, and these can be suspended or ended as required. The below diagram shows the basic flow of Employment Contracts from creation to end date: 


Creating Employment Contracts 

Employment Contracts can be accessed on the System User record.

  1. Navigate to the System User record in the usual way.
  2. Select Menu > Employment > Employment Contracts.

The 'Employment Contracts' page is displayed.

  1. Select the Create new record button on the toolbar.

The 'System User Employment Contract: New' page is displayed:

The Employment Contract record contains the following fields: 

Field

Description

Responsible Team 

This is the primary team in which the staff member will work for this employment contract.

Role 

This is the job role the staff member will be performing for this employment contract.

Can Also Work At 

This enables selection of any secondary teams in which this staff member can work for this employment contract.

Note: You must have the CW System User Employment Contract (Field Edit) Security Profile to edit this field.

Type 

This categorises the type of contract, and affects some scheduling and payroll behaviour.

Status 

The Status of the employment contract; this will update automatically as per the flow described previously.

Start Date (and Time) 

This defines the point at which an employment contract becomes 'Active' and the staff member is eligible to work within its terms. The Status of the contract will remain as 'Not Started' until this date/time has been reached.

Contract Sign Date 

The actual date the staff member agreed to/signed the contract. This may be before or after the Start Date.  

Contract Hours per Week 

The standard number of working hours per week for this contract. 

Note that there will be a maximum number of working hours allowable. 

Available Booking Types 

The Booking Types that the staff member can perform (and be booked against) for this contract. 

Payroll ID 

Payroll ID that may be required to match up with external payroll/finance systems.  

  1. Select the Save button on the toolbar.

For any staff to to be displayed on a Schedule or Diary and have bookings allocated to them, an Employment Contract must be created. Note that not all fields are listed here. Certain fields on the contract will have a direct impact on Scheduling and Rostering functionality. 

The Responsible Team field specifies the primary team the contract is assigned to and determines which Provider the staff can be allocated to. 

Based on the parent Business Unit of the Provider, any Employee Contracts assigned to a team that belongs to the parent Business Unit can be allocated to a booking for the Provider, and will be available as a resource. 

The Work At field allows secondary teams that this staff member can be eligible to work for in this Employment Contract. (Note that you must have the CW System User Employment Contract (Field Edit) Security Profile to edit this field). 

Contract Hours per Week allows the standard number of working hours per week for this Employment Contract to be captured. If populated with a value, the Contracted Hours validation is performed. If this field is left blank, no validations are performed. 

Ending Contracts

Once an Employment Contract record has been created, the following fields also become available:

  • End Date (and Time): The end date where this employment contract is no longer active. The Status will automatically switch to Ended when this date and time is met.
  • Contract End Reason: The reason the employment contract is being ended.

To end the Employment Contract, these two fields should be populated.

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Employment Contracts Configuration

Suspending Employment Contracts

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