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Employee Contracts

Learn how to create and manage employee contracts, working schedules, and availability periods for different locations.

Overview​

Employee contracts allow you to define when and where each employee works. You can create multiple contracts for different locations, each with specific working hours and time periods. This helps manage employee availability and ensures accurate scheduling.

Understanding Contracts​

What is a Contract?​

A contract represents an employee's working arrangement at a specific location for a defined period. Each contract can have multiple periods with different working hours.

Example:

  • Employee: Sarah
  • Location: Downtown Salon
  • Contract Period 1: January 1 - March 31 (Monday-Friday, 9:00 AM - 5:00 PM)
  • Contract Period 2: April 1 - June 30 (Monday-Saturday, 10:00 AM - 6:00 PM)

Why Use Contracts?​

Contracts help you:

  • Manage employee schedules across multiple locations
  • Handle schedule changes over time (different hours for different periods)
  • Track working arrangements for each location
  • Ensure accurate availability in your booking system

Creating a Contract​

Step 1: Access the Contracts Tab​

  1. Open the employee you want to create a contract for
  2. Navigate to the Contracts tab
  3. Click the "Create contract" button

Step 2: Fill in Contract Details​

Location​

  • Required: Yes
  • Select which location this contract is for
  • You can create separate contracts for each location where the employee works
  • Related Documentation: Learn more about managing locations in Settings → Organisation → Locations

Start Period​

  • Required: Yes
  • Select the start date for this contract period
  • Use the date picker to select the date
  • This is when the working hours for this period begin

End Period​

  • Required: Yes
  • Select the end date for this contract period
  • Use the date picker to select the date
  • This is when the working hours for this period end

Working Hours​

Set the working hours for each day of the week:

  1. Check the box next to each day the employee works
  2. Enter start time - When the employee starts work that day
  3. Enter end time - When the employee finishes work that day

Example:

  • Monday: ✓ 9:00 AM - 5:00 PM
  • Tuesday: ✓ 9:00 AM - 5:00 PM
  • Wednesday: ✓ 9:00 AM - 5:00 PM
  • Thursday: ✓ 9:00 AM - 5:00 PM
  • Friday: ✓ 9:00 AM - 5:00 PM
  • Saturday: (unchecked - day off)
  • Sunday: (unchecked - day off)

Tip: Only check days when the employee actually works. Unchecked days mean the employee is not available.

Step 3: Save the Contract​

Click Save to create the contract. The contract will appear in the Contracts tab with the period you defined.

Adding Additional Periods​

You can add multiple periods to the same contract to handle schedule changes:

When to Add Periods​

Add a new period when:

  • Working hours change (e.g., summer schedule vs. winter schedule)
  • The employee's availability changes
  • You need to update hours for a specific time frame

How to Add a Period​

  1. Find the contract you want to add a period to
  2. Click "Add Period" button
  3. Fill in:
    • Start Period - When the new schedule begins
    • End Period - When the new schedule ends
    • Working Hours - The hours for this period
  4. Click Save

Example:

  • Contract: Downtown Salon
  • Period 1: Jan 1 - Mar 31 (Mon-Fri, 9 AM - 5 PM)
  • Period 2: Apr 1 - Jun 30 (Mon-Sat, 10 AM - 6 PM) ← New period with different hours

Viewing Contracts​

Contract List​

In the Contracts tab, you'll see:

  • All contracts for the employee
  • Each contract shows the location name
  • Each contract displays all its periods
  • Periods are shown in accordion format (click to expand)

Period Details​

When you expand a period, you'll see:

  • Start and end dates
  • Working hours for each day
  • Option to delete the period

Managing Contracts​

Editing Working Hours​

To change working hours for an existing period:

  1. You cannot directly edit a period's hours
  2. Create a new period with the updated hours
  3. Set the new period's start date to when the changes take effect
  4. The old period will automatically end when the new one begins

Tip: Overlap periods slightly or end the old period the day before the new one starts to avoid gaps.

Deleting a Period​

  1. Expand the period you want to delete
  2. Click "Delete Period" button
  3. Confirm the deletion

Warning: Deleting a period cannot be undone. Make sure you want to remove it before confirming.

Deleting a Contract​

  1. Find the contract you want to delete
  2. Click "Delete contract" button
  3. Confirm the deletion

Warning:

  • Deleting a contract removes the entire contract and all its periods
  • This action cannot be undone
  • Make sure no active appointments depend on this contract before deleting

Best Practices​

Contract Organization​

  • Create separate contracts for each location
  • Use clear date ranges for periods
  • Avoid overlapping periods for the same location
  • Keep contracts organized and up to date

Working Hours​

  • Set realistic working hours
  • Account for breaks and lunch times in your scheduling
  • Be consistent with time formats (use 24-hour or 12-hour consistently)
  • Update hours when schedules change

Period Management​

  • Plan periods in advance when possible
  • Create new periods before the current one ends
  • Review and update contracts regularly
  • Keep historical contracts for records

Multiple Locations​

  • Create separate contracts for each location
  • Ensure working hours don't conflict between locations
  • Consider travel time between locations if applicable

Common Scenarios​

Scenario 1: Full-Time Employee, One Location​

  • Create one contract for the location
  • Add one period with Monday-Friday, 9 AM - 5 PM
  • Update the period if hours change

Scenario 2: Part-Time Employee, Multiple Locations​

  • Create Contract 1 for Location A (Monday-Wednesday, 9 AM - 2 PM)
  • Create Contract 2 for Location B (Thursday-Friday, 10 AM - 3 PM)

Scenario 3: Seasonal Schedule Changes​

  • Create Contract for Location
  • Period 1: Jan 1 - May 31 (Mon-Fri, 9 AM - 5 PM)
  • Period 2: Jun 1 - Aug 31 (Mon-Sat, 10 AM - 6 PM) ← Summer hours
  • Period 3: Sep 1 - Dec 31 (Mon-Fri, 9 AM - 5 PM) ← Back to regular hours