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How To Add a Staff Contract information

Use this guide to add information to a Staff Contract in the Staff Profile.

Important : It is not possible to amend the Contract Start Date or Contract Type once entered. 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

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.

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

Staff List Page

Highlight the Staff member, more than one can be selected and click on the View button.

Select Staff

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

Show All

Or go to Config>Administration>Administration defaults and tick Show all Contracts by Default and Save.

Show All Contracts by Default>Save

Click on the blue + top right to add a new entry.

Contract

Contract

Important : It is not possible to amend the Contract Start Date or Contract Type once entered. 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
  • Post (SWF) – Select the appropriate post for the member of staff for return in the School Workforce Census. If the staff member is not to be included in the Census, then ensure that the Do not include in Census box is ticked.
  • 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.

Roles show under the Staff Type in the Staff List Page

Select the required Role from the dropdown list and add a Start Date (and End Date if temporary), then click Save.

Roles

The Role will now display as Active.

Active Role

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

Pay

The Pay information will now display as Active.

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.

Payroll Information

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.

Suspensions

Working Hours

Click on the Working Hours tab to add the Hours that will be worked for this Contract. Add the Start and End Times and click Save.

Working Hours

If you return to the Staff Details page you will see the Contract is now added.

Contract Added

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.

Remove a contract

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.

Copy Icon

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.

Updated on August 31, 2023

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