Employment contracts
Manage weekly hours, leave entitlement and salary in a cleanly versioned way
→ Open employment contracts in SimpliServ
The employment contract is the basis for everything to do with target hours and leave entitlement. From the contract follow:
- How many hours are to be worked per day and week (target)
- How many leave days are due per year
- The hourly wage or monthly salary (informational – reused in payroll)
Create a contract
Open the staff member
In the staff list, select the staff member you want, then the Contract tab.
Click New contract
If the staff member has no contract yet, this is the first. Otherwise see the "Change a contract" section.
Choose the contract type
- Full-time – typically 38–40 hours / week
- Part-time – less than full-time, with fixed hours
- Marginal – below the marginal-earnings threshold
- Apprentice – a training relationship
Enter the hours
- Weekly hours – e.g. 38.5
- Daily hours – e.g. 7.7 (weekly hours ÷ working days)
From this, SimpliServ automatically calculates the daily target for the time report.
Enter the leave entitlement
Days per year – e.g. 25 or 30. Half days are allowed (e.g. 27.5).
Start date
The date from which the contract applies. If it's in the future, the contract isn't active yet and can be changed or deleted at any time.
Salary (optional)
A monthly salary or an hourly wage – depending on the contract type.
Save
The contract is active. Leave entitlement and target hours are updated automatically.
Change a contract (new version)
Once a contract is active (the start date is reached or passed), hours, leave or salary may no longer be changed directly. Instead you create a new version.
Why this strictness? So that old time reports and leave postings stay consistent with the values valid at the time. If we changed the old contract retroactively, the hours history would no longer be traceable.
On an active contract, click New version
SimpliServ closes the old contract on the day before the new version and creates a new version with the new values.
Enter the new values
Weekly hours, leave entitlement, salary, start date of the new version.
Save
Both contracts stay visible in the history. Reports for the period before the change use the old contract, afterwards the new one.
What you can change on active contracts is the internal notes. Factual values (hours, salary, start) stay immutable for audit reasons.
End a contract
If an employment relationship ends, you end the active contract via End contract and give the end date. Optionally you can add a reason.
After the end date:
- No more target is calculated for the staff member
- Leave entitlement expires
- The staff member stays in the system with history
Future contracts
If a new staff member only starts next month, you can create the contract now with a start date in the future. Until the start date:
- The contract is visible
- But no hours are calculated yet
- You can change or delete it at any time
History & audit
Every change to a contract is logged automatically: who changed what and when. In the contract's History tab you see a timeline with a before/after comparison.
That way it can later be traced why the target balance was different in a particular month.
What the contract is for day to day
- Time reports: target hours = daily hours × working days − holidays
- Leave: the annual entitlement matches the "leave days per year" value from the active contract — offset to the day, pro-rata based on
start_date/end_date - Time off in lieu: 1 day of time off in lieu = the daily hours from the contract, deducted from the hours balance
- Location: the contract references an office → from it follow holidays (state-specific) + labour-law defaults (minimum break, max daily work) for the staff member
Related topics
- Users & roles — create staff before you assign the contract
- Time reports & balance — target hours from the contract feed into plus/minus hours
- Leave & sick days — the annual entitlement and time off in lieu come from the active contract
- Time clock — actual times that run against the contract's daily target
- Locations (multi-site) — holidays and labour-law defaults per location on the contract
How is this guide?