After adding your team members, you can now add a contract for them in their profile.
An active contract enables accurate tracking of worked hours, balances, and labour costs. You can still schedule a team member without an active contract, but labour costs will not be tracked. A team member can only have one active contract at a time.
⚠️ Note: If you have an active integration with an HR system, your team members and their contract information are automatically imported into Eitje.
In that case you do not need to add the contracts yourself. The HR system is the leading source of information regarding team members and contracts, and will update this information automatically every day.
Contract types
There are four different contract types to choose from. A team member can only have one active contract type at a time.
Fixed-hours contract: If you have permanent staff, this is the best contract. This contract includes a fixed number of hours per week. It can be a temporary or indefinite contract. For people with an active 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. Same as a "zero-hours" contract.
Self-employed: If you hire freelancers for a longer period, it's helpful to add their contract in Eitje. This ensures that their costs are also included in your labour cost calculations.
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 their labour costs will be included. 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', then 'Team members'.
Open the team member's profile.
On the left, go to 'Contracts'.
Find the button '+Contract'.
Select the venue (if applicable), then select the contract type.
Enter 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 to add the workweek. For other contract types, this step does not apply.
⚠️ Note: see next step for important information: make sure to read this carefully.Click 'Submit'.
Workweek (fixed-hours)
When creating a fixed-hours contract, you specify the number of hours this person is expected to work each week. These hours are then distributed across the weekdays to create a default 'workweek', which you can modify as needed.
⚠️ Note: this 'workweek' is used by the system to:
Calculate the overtime balance.
Suggest holiday hours when processing a leave request.
Suggest sick leave hours when processing a sick report.
It is common for a team member's workweek to vary from week to week. This workweek does not need to be exact, but it should reflect the team member's typical working pattern as closely as possible. If they usually work on weekends, add hours to those days. If your business is closed on Mondays, leave Mondays empty here.
Note that if the workweek does not accurately reflect reality, it may affect the overtime balance on individual days. However, any differences will be automatically leveled out by the end of the week (Sunday at 11:59 PM). Therefore, it is not a problem if someone's workweek varies from week to week, as long as you review overtime balances on a weekly basis.
When processing leave requests and sick reports, always double-check the system's suggestion. The suggested number of hours is partly based on the workweek defined here, but also depends on how many hours have have already been worked, or are expected to be worked, during that week.
Contract settings
Each contract type (except self-employed contracts) provides settings that you can adjust, such as a conversion factor, leave accrual, and the pay period.
Use this link to find more detailed information about these settings:
Contract settings
You can find these settings by clicking on the menu icon in the top right corner:
Pick 'Company settings'.
Go to 'Financial'.
Click 'Contracts'.
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 'Create mutation'.
Choose the date for the mutation to take effect, select the new salary, and click 'Save'.
Other changes:
End date
No mutation necessary. 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 venue
This cannot be changed on an active contract. If a team member changes the company or venue they work for, you need to end the active contract (or delete it), and create a new contract on the correct venue.
Do you want to delete a mutation but can't figure out how? Read this article.