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.
Click on the team member for whom you want to add a contract.
On the left side, click on 'Contracts'.
Click on either 'Select contract type', or 'New Contract'.
Select the contract type.
Fill in 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 fill in the workweek.
⚠️ Note: The overtime balance is linked to this workweek. If this is not accurate, this could impact the overtime balance on specific days. For an entire week, this will always be leveled out by Sunday 11:59pm; so no issue at all if someone works different days every week.
Click 'Submit'.
Contract Settings
Each contract type (except self-employed contracts) provides settings that you can adjust. You can find these settings by clicking on the menu icon in the top right corner, then 'Venue settings'. In the 'Contracts' section, you can adjust the settings for the different contract types by clicking 'Configure'.
Conversion factor
For each contract type, you can adjust the conversion factor. Team members have a gross hourly wage in their contract. However, as an employer, you pay more than just the gross salary. These costs are included in the conversion factor. Read more about the conversion factor.
Leave
You can specify whether leave is accrued, and whether this leave is accrued based on contract hours or approved hours. You can also set the leave factor, which determines the exact number of hours someone accrues. The blue section explains how this is calculated.
Pay period
These settings include the duration of the pay period and the start day. The duration can be a week, 4 weeks, or a month. This is then applied when you view the hour registration as a table 'per pay period', and when exporting per pay period to Excel.
Below, you can specify the start day of your pay period. This could simply be the 1st of the month, but if this is different for your organisation, you can change this. If your pay periode is, for example, from the 21st to the 20th, your start day is the 21st of the month.
HR Integration (fixed-hours contracts only)
In case you have an active HR integration, it could be that a team member has a monthly salary. In Eitje this will be turned into an hourly wage. For this reason, Eitje needs to know how many hours a week is considered full-time in your organisation, as this is not the same everywhere. That is what the setting "How long is a full-time workweek" is for.
The hourly wage will then be calculated as follows:
(12 * monthly salary as per the HR system) / (no. of hours in fulltime workweek * 52 weeks)
Example for a monthly salary of 2,500 euros in a 38-hour workweek:
(12*2500) / (38*52) = 30,000/1,976 = 15.18 EUR per hour
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 from which the mutation will 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.