Use this guide to add information to a Staff Contract in the Staff Profile.
Staff Contract Information is particularly in important when running a School Workforce Census (SWF) . See here for Bromcom SWF guidance and for Base Pay Structure guidance see here.
- Contract
- Roles
- Pay
- Payroll Information
- Suspensions
- Delete and Copy
- Create Contract Document
- Adding Additional Allowances to Staff Contracts
Access: The minimum permissions required to access the Staff Contracts is found in the Framework>Staff Module of Config>Setup>Roles & Permissions.
See also: How to create a Contract Document Template and Blank System Set Up for Importing Staff information in bulk.
From the left Menu go to Staff to open the Staff List Page.
Highlight the Staff member, more than one can be selected and click on the View button.
From the Staff Profile options on the left select Contracts.
By default Current Contracts show.
Contracts starting in the future will NOT SHOW in the Current view unless you either tick Show All next to Current. In the example below the 04/09/2023 Start Date is in the future so will not show on Current view.
Alternatively, if you would like all Contracts to display by Default. you can go to Config>Administration>Administration defaults and tick Show all Contracts by Default and Save.
To add a new Contract, click on the blue + in the top right of the Contracts panel to add a new entry.
Contract
Important : Once the Contract is saved, it is not possible to amend the Contract Start Date or Contract Type. If once you have saved the Contract you need to amend either of these fields, you will need to make a note of the Role and Pay information and any other items defined in the Contract and then Delete the incorrect record. You will then be able to create the Contract with the correct information.
All fields marked * are mandatory.
- Start Date – This will default to today, change if required
- Contract Type – Select from the dropdown list
- Post – Select from the dropdown list
- SLT – toggle to indicate a member of staff who is part of the Senior Leadership Team
When completed click the Save button.
Roles
Once saved you can work your way across the other tabs displayed at the top, Roles, Pay, Payroll information, Suspensions and Working Hours.
Select the tab for Roles, then select the Click to Add New Role to create a new Role.
Select the required Role from the dropdown list and add a Start Date (and End Date if temporary), then click Save.
The Role will now display as Active.
Pay
Select the tab for Pay, then select the Click to Add New Pay to create new Pay Details.
Select the required options from the dropdown lists and add a Start Date (and End Date if temporary), then click Save.
If Allow Multiple Regions in Spine Groups is selected in Config>Administration>Administration Defaults then you will have a dropdown choice on Spine Region
The Pay information will now display as Active.
You can also use the Pay section to add TLR ( Teaching and Learning Responsibility)
From the Pay Item Type choose Additional Allowance and then from Payment Type choose Teaching and Learning Responsilibility 3 payments.
Complete other fields as required then click Save.
Payroll Information
Select the tab for Payroll Information, select the required options from the dropdown lists and add a Post Offered Date and Post Accepted Date, then click Save.
Suspensions
If during the course of employment there are any Suspensions to the Contract, these can be added here. Select the Click to Add New Suspensions. Add a Start Date, End Date and any Notes then click Save.
Delete and Copy
There is also a Delete icon and a Copy icon, allowing an existing Role to be Deleted or Copied and updated.
Selecting a Contract and Delete will give a Confirmation Message, Cancel or Proceed.
Selecting the Copy icon will allow the selected Contract and its information to be Copied into a new one. An End Date will be given to the Contract being Copied, this will be one day before the Copied Contract Start Date.
Remember to refresh the screen to see the new copied contract.
Create Contract Document
Using the Create Contract Document icon allows a Document to be saved as a shared document to the Staff member’s Documents section.
Selecting a Contract, and choosing Create Contract Document will give the option to select from a Contract Template or to create the document in the popup from the beginning. Click Next to Preview, and then Save and Generate to finish.
Use this guide to add information to a Staff Contract in the Staff Profile.
Staff Contract Information is particularly in important when running a School Workforce Census (SWF) . See here for Bromcom SWF guidance and for Base Pay Structure guidance see here.
See also: How to create a Contract Document Template and Blank System Set Up for Importing Staff information in bulk.
From the left Menu go to Staff to open the Staff List Page.
Highlight the Staff member, more than one can be selected and click on the View button.
From the Staff Profile options on the left select Contracts.
By default Current Contracts show.
Contracts starting in the future will NOT SHOW in the Current view unless you either tick Show All next to Current. In the example below the 04/09/2023 Start Date is in the future so will now show on Current view.
Alternatively, if you would like all Contracts to display by Default. you can go to Config>Administration>Administration defaults and tick Show all Contracts by Default and Save.
To add a new Contract, click on the blue + in the top right of the Contracts panel to add a new entry.
Contract
Important : Once the Contract is saved, it is not possible to amend the Contract Start Date or Contract Type. If once you have saved the Contract you need to amend either of these fields, you will need to make a note of the Role and Pay information and any other items defined in the Contract and then Delete the incorrect record. You will then be able to create the Contract with the correct information.
All fields marked * are mandatory.
- Start Date – This will default to today, change if required
- Contract Type – Select from the dropdown list
- Post – Select from the dropdown list
- SLT – toggle to indicate a member of staff who is part of the Senior Leadership Team
When completed click the Save button.
Roles
Once saved you can work your way across the other tabs displayed at the top, Roles, Pay, Payroll information, Suspensions and Working Hours.
Select the tab for Roles, then select the Click to Add New Role to create a new Role.
Select the required Role from the dropdown list and add a Start Date (and End Date if temporary), then click Save.
The Role will now display as Active.
Pay
Select the tab for Pay, then select the Click to Add New Pay to create new Pay Details.
Select the required options from the dropdown lists and add a Start Date (and End Date if temporary), then click Save.
If Allow Multiple Regions in Spine Groups is selected in Config>Administration>Administration Defaults then you will have a dropdown choice on Spine Region
The Pay information will now display as Active.
You can also use the Pay section to add TLR ( Teaching and Learning Responsibility)
From the Pay Item Type choose Additional Allowance and then from Payment Type choose Teaching and Learning Responsilibility 3 payments.
Complete other fields as required then click Save.
Payroll Information
Select the tab for Payroll Information, select the required options from the dropdown lists and add a Post Offered Date and Post Accepted Date, then click Save.
Suspensions
If during the course of employment there are any Suspensions to the Contract, these can be added here. Select the Click to Add New Suspensions. Add a Start Date, End Date and any Notes then click Save.
Delete and Copy
There is also a Delete icon and a Copy icon, allowing an existing Role to be Deleted or Copied and updated.
Selecting a Contract and Delete will give a Confirmation Message, Cancel or Proceed.
Selecting the Copy icon will allow the selected Contract and its information to be Copied into a new one. An End Date will be given to the Contract being Copied, this will be one day before the Copied Contract Start Date.
Remember to refresh the screen to see the new copied contract.
Create Contract Document
Using the Create Contract Document icon allows a Document to be saved as a shared document to the Staff member’s Documents section.
Selecting a Contract, and choosing Create Contract Document will give the option to select from a Contract Template or to create the document in the popup from the beginning. Click Next to Preview,
Then Save and Generate to finish.
Use this guide to add information to a Staff Contract in the Staff Profile.
Staff Contract Information is particularly in important when running a School Workforce Census (SWF) . See here for Bromcom SWF guidance and for Base Pay Structure guidance see here.
Access: The minimum permissions required to access the Staff Contracts is found in the Framework>Staff Module of Config>Setup>Roles & Permissions.
See also: How to create a Contract Document Template and Blank System Set Up for Importing Staff information in bulk.
From the left Menu go to Staff to open the Staff List Page.
Highlight the Staff member, more than one can be selected and click on the View button.
From the Staff Profile options on the left select Contracts.
By default Current Contracts show.
Contracts starting in the future will NOT SHOW in the Current view unless you either tick Show All next to Current. In the example below the 04/09/2023 Start Date is in the future so will not show on Current view.
Alternatively, if you would like all Contracts to display by Default. you can go to Config>Administration>Administration defaults and tick Show all Contracts by Default and Save.
To add a new Contract, click on the blue + in the top right of the Contracts panel to add a new entry.
Contract
Important : Once the Contract is saved, it is not possible to amend the Contract Start Date or Contract Type. If once you have saved the Contract you need to amend either of these fields, you will need to make a note of the Role and Pay information and any other items defined in the Contract and then Delete the incorrect record. You will then be able to create the Contract with the correct information.
All fields marked * are mandatory.
- Start Date – This will default to today, change if required
- Contract Type – Select from the dropdown list
- Post/ Post (SWF) – Select from the dropdown list. Depending on what you select in these fields, either Support Staff Category or Teacher Category will become available for you to select from.
- SLT – toggle to indicate a member of staff who is part of the Senior Leadership Team
You also have the ability to record further optional details:
- End Date – If the contract has a fixed term and you know the End Date you can enter it here.
- Date Of Last Pay Review – Enter the Date of the Staff Member’s last Pay Review
- Support Staff Category – Select from the drop down
- Teacher Category – Select from the drop down
- Offered Date – Enter the Date that the Contract was offered to the Staff Member.
- Accepted Date – Enter the Date that the Contract was accepted.
- QTS Status – Select their QTS Status from the dropdown
- Reason – If the Staff Member is Supply, Volunteer or Governor you can select this from the dropdown.
- Sourced By – Select who sourced the Staff Member (Local Autority, Agency, School or Other)
once you’ve completed all the required information click the Save button.
Roles
Once saved you can work your way across the other tabs displayed at the top, Roles, Pay, Payroll information, Suspensions and Working Hours.
Select the tab for Roles, then select the Click to Add New Role to create a new Role.
Select the required Role from the dropdown list and add a Start Date (and End Date if temporary), then click Save.
The Role will now display as Active.
Pay
Select the tab for Pay, then select the Click to Add New Pay to create new Pay Details.
Select the required options from the dropdown lists and add a Start Date (and End Date if temporary), then click Save.
If Allow Multiple Regions in Spine Groups is selected in Config>Administration>Administration Defaults then you will have a dropdown choice on Spine Region
The Pay information will now display as Active.
You can also use the Pay section to add TLR ( Teaching and Learning Responsibility)
From the Pay Item Type choose Additional Allowance and then from Payment Type choose Teaching and Learning Responsilibility 3 payments.
Complete other fields as required then click Save.
Payroll Information
Select the tab for Payroll Information, select the required options from the dropdown lists and add a Post Offered Date and Post Accepted Date, then click Save.
Suspensions
If during the course of employment there are any Suspensions to the Contract, these can be added here. Select the Click to Add New Suspensions. Add a Start Date, End Date and any Notes then click Save.
Delete and Copy
There is also a Delete icon and a Copy icon, allowing an existing Role to be Deleted or Copied and updated.
Selecting a Contract and Delete will give a Confirmation Message, Cancel or Proceed.
Selecting the Copy icon will allow the selected Contract and its information to be Copied into a new one. An End Date will be given to the Contract being Copied, this will be one day before the Copied Contract Start Date.
Remember to refresh the screen to see the new copied contract.
Create Contract Document
Using the Create Contract Document icon allows a Document to be saved as a shared document to the Staff member’s Documents section.
Selecting a Contract, and choosing Create Contract Document will give the option to select from a Contract Template or to create the document in the popup from the beginning. Click Next to Preview, and then Save and Generate to finish.
Adding Additional Allowances to Staff Contracts
Additional allowances such as Teaching and Learning Responsibility (TLR) payments are easy to manage and track within staff contracts.
- Navigate to the Staff Profile and select Contracts.
- Go to the Pay tab and click Click to Add New Pay to enter new pay details.
- Select Additional Allowance from the Pay Item Type dropdown and select the Payment Type and Allowance Type.
- For example, choose Teaching and Learning Responsibility for TLR payments.
- Input the relevant Start Date (and End Date if applicable), and click Save.
- The additional allowance will now display as Active in the contract.
Additional Allowances in Salary Projections
In the Salary Projections page, additional allowances for staff are clearly displayed, providing enhanced visibility for finance users.
- In the Salary Projections Table, the Add. All. (£) column shows the additional allowance values for any staff contracts with these allowances.
- The checkbox for Include Additional Allowance is a further indicator to a specific staff members Additional Allowance status, Additional Allowances are now tied directly to the contract details entered in the Staff Contracts section.