🎯 For advanced admins. Learn more about creating or applying Contract rules here.
Change in contract conditions
An employee's working hours may change, such as going from full-time to part-time hours per week contract. You can adjust the contract rules accordingly to help you schedule their shifts.
Option 1 – New Contract rule
If you have time before the change date, create a new contract rule with a start date on the change date. Then, on the change date, assign this new contract rule to the employee in their profile.
Example: On 15 September, an employee's weekly working hours change from 40 to 20 hours starting on 1 October. Create a new '20-hour week' contract rule with a start date of 1 October. Then, on 1 October, assign this new contract rule to the employee in their profile.
Option 2 – Switch to an existing Contract rule
You can assign one of your existing Contract rules to the employee. Note: In this case, the start date of this contract term is in the past.
Important: Any change to Contract rules also has a retroactive effect, depending on how far in the past the start date of the other contract rule is applied.
If you accumulate overtime based on contracted hours, this can lead to problems. Therefore, before you make the change, do the following:
Transfer all hours accumulated in the past Hours to transfer to the employee's overtime account. You can find out how to do this in the article How to use Contracted hours for schedule overview.
If you cannot transfer all the hours, you can make minor adjustments manually (by editing the employee's profile > Time off in Lieu).
Example: On 15 September, you find out that an employee's working hours will change from 40 to 20 hours per week starting on 1 October. You already have a "20-hour week" contract rule ready, but its start date is 1 January in the past. Before assigning the "20-hour week" contract to the employee in their profile, follow the steps described above.
FAQ
Note: It's best to set the start date to a Monday for weekly intervals or the 1st day of a month for monthly intervals.
What should I do if an employee starts in the middle of the week (contract rule interval is weekly)?
What should I do if an employee starts in the middle of the week (contract rule interval is weekly)?
Example:
An employee is under a 40-hour-per-week contract rule
The weekly contract rule interval starts on a Monday
They work 5 days a week (from Monday to Friday), with 8 hours each day.
They’re first scheduled to work on a Wednesday, which falls in the middle of the week.
They work 1 hour of overtime on Thursday.
In this scenario, the employee will have -15 hours to transfer from Contracted hours to the Time Off in Lieu (TOIL) account. This corresponds to the hours for Monday and Tuesday, as they did not work on those days, and the Thursday overtime hour is deducted.
After transferring these hours to the TOIL account, you can manually adjust the balance by editing the employee's profile under the Time Off in Lieu tab. Go to the employee's profile > Time Off in Lieu > Create > Adjustment > Select Monday as the date and enter 15 hours, providing a comment to explain the adjustment. ⬇️
What should I do if an employee starts in the middle of the month (contract rule interval is monthly)?
What should I do if an employee starts in the middle of the month (contract rule interval is monthly)?
If an employee starts in the middle of the month, while their contract rule starts on the 1st of the month, they will have minus hours and therefore an adjustment to their TOIL account is needed here. To manually adjust the balance of an individual TOIL account, go to the employee’s profile > Time Off in Lieu > Create > Adjustment.
If I make changes to the Contract rule, will it affect past data?
If I make changes to the Contract rule, will it affect past data?
If you change the start date of a contract rule interval, it will affect the past shifts from the valid date of the contract rule.
This means that if you calculate your overtime based on your Contract rules, you will see some unwanted plus or minus hours when you change the start date of the interval.
In this case, you can manually adjust by editing the employee's profile under the Time off in lieu tab ⬇️.
Any changes made to Contract rules will also affect past shifts retroactively.
See related articles:
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