After adding team members, the next step is to add their contract information. An active contract is important for accurately tracking the worked hours and balances, and gaining insight into labour costs. You can still 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. 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, also when there are changes.
Contract types
There are four different contract types to choose from:
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 term, it is useful to add their contract in Eitje. This way, the costs of this team member are also included in the calculations of 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 will be 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.
Open the team member's profile.
On the left, go to 'Contracts'.
Click 'Select contract type', or 'New Contract':
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 fill in the workweek. ⚠️ Note: see important information below.
For other contract types, this step is not applicable.
Click 'Submit'.
⚠️ Note: For team member with a fixed-hours contract, the overtime balance is linked to their workweek. If this is not accurate, this could impact the overtime balance on specific days. Try to create a realistic workweek, if possible. You could also spread the number of hours evenly over 7 days. For an entire week, this will always be leveled out by Sunday evening 11:59pm; so no issue at all if someone works different days every 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 'Venue 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 on 'Create mutation'.
Choose the date for the mutation to 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.