How to create and apply Contract rules

Contract rules let you specify the details of contracted hours for your employees and guide your planning while making schedules.

Saad Saeed avatar
Written by Saad Saeed
Updated over a week ago

What are Contract rules?

Use Contract rules to compare your employees’ scheduled hours to those they’re contracted for. Setting these rules allows for better insight into which employees have enough hours, which can be contracted for additional hours, and which ones have exceeded their contract limit.

How to create Contract rules

First, go to Settings > People > Contract rules > Create Contract rule

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Name the Contract rule, enter a description, and select New interval. If you have set up a Contract rule with multiple intervals, you can set one as primary so it is visible inside the schedule (week, month or year).

Next, enter the values for the Contract rule and Save. The start date set is the day and date from which the scheduled hours are counted. For example, if the start date is set to 1 June with an interval length of 1 week and 40 total hours, we can then expect that 40 hours should be worked from the 1st to the 7th, the 8th to the 14th, and so on.

It is recommended to set the start date to a Monday for a weekly interval or to the 1st day of a month for a monthly interval.

If certain Shift types should be excluded from the Contract rule, you can deselect them by going to Applies to > Shift types. The example below excludes training hours from the employees’ weekly minimum hours.

How to assign a Contract rule to an Employee

To assign a Contract rule to an employee, go to the People page, hover over the employee’s name and select the pencil icon ✎ to edit.

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From the Personal details tab, scroll down to the Payroll section where you can find the Contract rule.

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Select the required Contract rule from the drop-down menu and press Save.

Using Contract rules while scheduling

When you navigate the schedule, you’ll see a colour status on employees with a Contract rule set. The three different statuses described below indicate if the employee is on track to meet their contracted rules:

  • 🟢 Green - The employee is scheduled for the correct amount of hours.

  • 🟡 Yellow - The employee is not scheduled for enough hours.

  • 🔴 Red - The employee is scheduled for too many hours.

To show if an employee’s scheduled hours meet the requirements of their Contract rules, hover on the status icon next to their name. From there, you can see the deviation hours, which indicate the difference between the hours specified in the Contract rule compared to the scheduled hours for the employee.

Select the icon to see a more detailed overview of the Contract rule and to switch to different intervals if more than one has been set.

Please note: The scheduled hours for an employee are calculated based on all assigned shifts within the interval date range across all departments. Breaks are subtracted, and if any shift types are excluded from the Contract rule, then shifts with this Shift type are also subtracted from the calculation.

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