Use Contract Rules to compare your employees’ scheduled hours to the hours they’re contracted for right inside the schedule. Setting these rules allows for better insight into which employees have enough hours, which of them can be contracted for additional hours and which ones have gone beyond their contract limit.

Create Contract Rules

First, go to Settings > People > Contract Rules > Create Contract Rule

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 of the intervals 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 the 1st of 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.

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

Assigning Contract Rules to Employees 

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

Planday EN Screenshots for HC.171.png

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

Planday EN Screenshots for HC.172.png

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

Reading Contract Rule details in the Schedule

Now when you navigate to the schedule, you’ll see a colour status on employees who have 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.

Still have questions? Reach out to our support team via chat if you need help regarding this feature.

See related articles:

Did this answer your question?