After adding team members, the next step is to give them an active contract. This is important for accurately tracking the worked hours and balances, and gaining insight into labour costs. You can also schedule a team member without an active contract, but then you won't know the labour costs.
⚠️ Note: When you add team members to Eitje through an integration with an HR system, your team members and their contract information are automatically imported into Eitje. So you do not need to add the contracts yourself. The HR system is the leading source of information regarding team members and contracts.
Contract types
You can choose from four different contract types:
Fixed hours: If you have permanent staff, this is the best contract. This contract includes a fixed number of hours. It can be a temporary or indefinite contract. For people with a fixed contract, an overtime balance is also tracked.
Flex contract: Do you have flexible staff? Use a flex contract for all team members with whom you have not agreed on a specific number of hours.
Self-employed: If you hire freelancers for a longer term, it is useful to include their contract in Eitje. This way, the costs of this team member are also included in the calculations for the labour costs.
Payroll: Even if you have team members who are contracted through a payroll company, it is useful to enter this information into Eitje so that the costs of these team members are also included in the calculations for the labour costs. Just like with a flex contract, you cannot specify the hours per week.
Create contract
You can create a contract for a team member by opening the team member's profile.
In the main menu, navigate to 'Team' > Team members.
Click on the team member for whom you want to add a contract.
On the left side, click on 'Contracts'.
Click on either 'Select contract type', or 'New Contract'.
Select the contract type.
Fill in the start date, end date, and salary. If you choose a 'fixed hours' contract, you will also be prompted to specify the number of contract hours per week and fill in the work week.
Click 'Submit'.
Contract Settings
Each contract type (except self-employed contracts) has settings that you can adjust. You can find these settings by clicking on the menu in the top right corner (the three lines), then 'Venue settings'. Under the 'Contracts' section, you can adjust the settings for the different contract types.
For each contract type, you can specify whether leave is accrued, and whether this leave is accrued based on contract hours or worked hours. You can also set the leave factor, which determines the exact number of hours someone accrues.
Additionally, you can adjust the conversion factor. Team members have a gross hourly wage in their contract. However, as an employer, you pay more than just the gross salary. These employer costs are included in the conversion factor. Read more about the conversion factor.
You can also set the wage period here. With this setting, you can specify the start date of a wage period. Additionally, you can indicate the duration of a wage period, or how many hours constitute a full-time work week.
Create mutation
⚠️ Note: Do you have an integration with an HR system? In that case there is no point in adjusting the contract or applying a mutation in Eitje. This will be overwritten by the information from the HR system during the next sync. Contract information should always be changed in the HR system!
Do you need to make changes to the current contract? You can delete it and add a new contract, or you can create a mutation to the existing contract. You can apply a mutation in three places:
Contract details: adjust the contract type
Salaries: adjust the hourly wage
Work week (schedule): adjust the work hours in a week (only for fixed hours contracts)
For example, if you want to adjust the salary from a specific date, go to 'Salaries' and click on 'Create mutation'.
Choose the date from which the mutation will take effect, select the new salary, and click 'Save'.
Other changes:
End date: In the contract details, you can simply change the end date of the contract. This adjustment does not need to be done by creating a mutation.
Contract company: This cannot be changed on an active contract. If a team member changes the company or venue they work for, you can end the active contract (or remove it), and create a new contract on the correct company.
Do you want to delete a mutation but can't figure out how? Read this article.