The Employment Contracts functionality introduces a new, structured framework for managing teacher agreements and financial data in a centralized and flexible way.
This feature extends the Employment Data Tab and scattered costing fields with a unified contract-based model.
The feature provides a comprehensive contract management solution that:
- Digitally formalizes employment contracts/agreements
- Supports multiple contract types (Annual, Monthly, Hourly)
- Enables detailed teaching and non-teaching work allocations
- Provides accurate cost calculations (Net, Gross, Total Cost)
- Ensures flexibility across academic periods and companies
- Improves payroll transparency and financial reporting
Extra capabilities:
- Multiple contracts per teacher (only one active per teacher per company)
- Contract validity over specific date ranges
- Cross-period and cross-teacher architecture
- Automatic and manual cost calculations
- Role-based privileges for financial visibility and editing
- Locking mechanism for contract integrity
- Migration of legacy financial data into the new model
- Advanced insurance calculation engine (Net β Gross β Total Cost)
Settings & customized fields
Settings
Navigate to CONFIGURATION > Main Settings > General Settings > βHR Managementβ Tab
- Enable Employment Contract Allocation connection to: Determines how allocations within a contract are connected to the system.
Options:- Timetable Category β allocations link to specific timetable categories.
- Marking Period β allocations link to a specific marking period.
- None β allocations are not automatically connected to any period/category.
This setting provides a control based on periods or categories the teacherβs allocations are applied to, when calculating hours and costs.
- Copy Employment contract allocations when a Teacher is transferred from one period to another: If enabled, when a teacher is moved to a new academic period, all relevant contract allocations from the previous period are automatically copied to the new period.
Saves time and ensures consistency in allocations across periods, avoiding manual re-entry. - Automated employment contract numbering Format: Defines the default format for contract numbers when new contracts are created. E.g.: Teacher Code or ID card β Date or Year, defining the number of characters on each field like: β[TeacherCode(3)]-[Date]-[DateYear(2)]β
Ensures contract numbers are unique and provides custom formating.
- Add protocol entry upon contract creation: Automatically logs a record in the system protocol/history when a new contract is created. βProtocolβ Modules is required for this feature.
Provides audit tracking for compliance and internal record-keeping. - Show employment data info under: Determines where the teacherβs employment data (like Employment Type, Legal Relationship, Operational Status) is displayed in the interface.
Helps users see key employment details directly under the contract or allocation view for quick reference.
Terminology
Customized fields Terminology
Navigate to CONFIGURATION > Main Settings > Customize Terminology > βEmployment Dataβ Tab, to edit the terminology of the following fields
Dropdown Lists
Navigate to CONFIGURATION > Main Settings > General Settings > Dropdown Lists > Type β_Teacher_β
Here you can edit the options for the Dropdown fields:
- Employment Contract Work Types (e.g. Teaching-Sessions, Private lesson, Exam Supervision, Assessment Marking, General work)
- Employment Data, which includes the customized fields:
- _Employment Method_ (.e.g. Salaried, Freelancer)
- _Legal Relationship_ (e.g. Employment Contract, Service Agreement)
- _Employment Type_ (e.g. Full time, Part time, Hourly)
- _Operational Status_ (e.g. Active, Inactive, Suspended)
- Insurance Types (e.g. Standard Employee Insurance, Freelancer Insurance)
Important info:
- The βTypeβ in the Employment Contract Work Types, will affect the options that you will have in each contract (General work, Session Hour, Service Hour)
- The βTypeβ in the Employment Data, will define in which dropdown field, the option will appear in the Contracts (customized fields explained previously):
- The ‘Used inβ in the Employment Data, will define in which types of usersβ the option will appear as well.
- The βCategory in the Insurance Types, will define in which Types of Contracts the option will appear (Annual, Monthly, Hourly).
Privileges
Navigate to CONFIGURATION > Main Settings > Role Management.
At Admin or Staf/Employees Roles > Tab Privileges you will find the section of HR Management permissions.
Here you will find various usersβ permissions, such as:
- View, Edit, Delete for contracts allocations, amounts
- Lock, Unlock for contracts, allocations
And other privileges related to Teachersβ check-in, which is the next step in the HR Management.
Creating Contracts
Contracts can be configured from the _Teacher_ form > βContracts & Financialβ Tab
Navigate to MANAGEMENT > Personnel & Contacts > _Teachers_ > Open a Teacher Form > βContracts & Financialβ Tab
Click on Create New
Main Data Tab
Actions like Edit, Delete, Copy in the list of contracts and Lock/Unlock actions in the contract form, depend on privileges and contract locked status.
Main Data Tab
Checkboxes on the top
- Active: Indicates if the contract is currently active. Only one contract can be active per teacher at a time.
- Is Supervisor Contract: Indicates if the contract is a supervisory contract, to categorize the contracts and manage them accordingly.
- Locked: Indicates if the contract is Locked. Locked contracts cannot be edited or deleted. Locking privilege exists in the Roles Management.
Fields
- Protocol Number: Informative. If relevant setting for auto generation of a Protocol Number is enabled, then you will see the saved protocol unique identifier after saving.
Setting path: CONFIGURATION > Main Settings > General Settings > βHR Managementβ Tab > βEmployment Contractsβ Section > βAdd protocol entry upon contract creationβ setting.
Protocol number and format is based on Instituteβs protocols configuration at CONFIGURATION > Protocol Settings > Protocols.
- Supervisor Type: Refers to the contract supervisor. Standard types by the system, Teachers or Staff/Employees. defines the next field dropdown, βSupervisorβ.
- Supervisor: Teacher or Employee/Partner responsible for the contract. Dropdown depends on βSupervisor Typeβ. Responsible users can access contracts assigned to them.
Teachers or Employees must exist at MANAGEMENT > Personnel & Contacts > Teachers or Employees & Contacts.
- Timetable Categories: Multi-select. Determines which timetable categories this contract applies to.
- Insurance Type: Defines the insurance framework applied to the contract. Controls the calculation of Net, Gross, and Total Employer Cost amounts.
Insurance types are configured from CONFIGURATION > Main Settings > General Settings > Dropdown Lists > Type β_Teacher_β > Dropdown list βInsurance Typeβ
- Contract Category: Type of agreement: Annual, Monthly or Hourly agreement. Determines allocation behaviour and cost calculation. Standard types by the system.
- Contract Number: Unique identifier for the contract. Optional field, can be auto generated and formatted based on setting at CONFIGURATION > Main Settings > General Settings > βHR Managementβ Tab.
- Start Date / End Date: Validity period of the contract. Mandatory for Annual/Monthly contracts
- City: Location where the contract is applied. Pre-filled from teacher’s address by default.
- _Employment Method_: Indicates how the employee provides their services (e.g., salaried, freelance, external partner).
- _Legal Relationship_: Defines the legal employment relationship between the organization and the employee. (e.g. Employment Contract, Service Agreement, Consultancy Agreement)
- _Employment Type_: Classifies the employment arrangement (e.g., full-time, part-time, hourly).
- _Operational Status_: Indicates the operational condition of the employee within the organization (e.g., active, inactive, suspended).
Dropdown lists for the above fields are configured via CONFIGURATION > Main Settings > General Settings > Dropdown Lists > Type β_Teacher_β > βDropdown list βEmployment Dataβ. Terminology configured via CONFIGURATION > Main Settings > Customize Terminology > βEmployment Dataβ Tab.
- External ID: External/reference code for integrations/migrations or just mapping.
- Comment: Any additional notes for the contract, just informative. If a comment exists, you will see a comment pop-up icon in the list.
Default Price per Hour per Type of work Tab
This Tab defines the default hourly cost values for each work type included in the contract.
Users can specify both Net and Gross hourly values for different activities such as teaching, marking, meetings, and office work. These values are later used for cost calculations and allocations.
Fields
You find Net and Gross cost values, for each Type of Work.
Such as Assessment Invigilator, Assessment marking or verification, Meetings, Office Work, as well as optional extras for all working hours or extra annual bonus.
The first 3 fields _Category 1_, _Category 2_ and _Classroom Cost_ are customized fields and you can change their terminology from CONFIGURATION > Main Settings > Customize Terminology > βEmployment Dataβ Tab, to use them in a custom way as per your needs.
All other fields are standard fields by the system.
Total Hours and Cost Tab
This Tab provides a summary of the total expected teaching hours and financial costs defined in the contract.
Such as weekly hours, monthly costs, and total contract cost based on the defined hourly values and allocations.
Gross Cost Auto Calculated switch: If enabled, the system automatically calculates gross values based on net values and the selected insurance type.
Allocations
Overview
An Employment Contract acts as a header agreement, defining:
- Contract duration and category
- Insurance type and employment characteristics
- Agreed compensation values (teaching, marking, invigilation, meetings, office work, etc.)
- Weekly hours and total contract costs
- Supervisor and timetable category associations
Each contract can include multiple Allocations (details), which represent:
- Teaching hours per _Subject_ and _Grade_/Program
- Assessments invigilation and marking
- Thesis or internship supervision
- Meetings, events, office work
- Any additional paid or unpaid activity
Allocations are period-based and can be marked as:
- Part of Agreement
- Extra Payment
- Free
Creating an Allocation
Select a contract from the list (select the row OR click on Actions > View Allocations)
And click on βAdd Newβ at the Allocations section below
The Allocation form:
Fields
- Active: Indicates whether the allocation is currently active for the selected academic period. Default value is Yes. Inactive allocations are ignored in calculations and reporting.
- Marking Period OR Timetable Category: Optionally associates the allocation with a specific Marking Period or Timetable Category depending on relevant setting. Only one option can be selected per allocation.
The setting: CONFIGURATION > Main Settings > General Settings > βHR Managementβ Tab > βEnable Employment Contract Allocation connection toβ setting
- Start Date / End Date: Validity period of the allocation. Mandatory for Annual/Monthly contracts
- Supervisor Type: Refers to the contract supervisor. Standard types defined by the system are Teacher or Staff/Employee. This field determines the available options in the next dropdown, Supervisor.
- Supervisor: Selects the individual responsible for the allocation. Options are filtered based on the Supervisor Type selected above (Teacher or Staff/Employee).
- Included In Agreement: Determines whether the allocation is included in the main contract agreement or treated as an additional activity.
The available options depend on the contract type:
For Annual & Monthly Contract types
- Included in agreement
The allocation is considered part of the agreed annual or monthly agreed workload and does not generate additional cost. - Not included (Extra charge)
The allocation is treated as additional work outside the base agreement and its cost is calculated separately. - Not included (Free)
The allocation is treated as additional work but does not generate financial cost.
For Hourly contract types
- Included in agreement
The allocation generates cost based on hours or units and is included in the contract cost calculation. - Not included (Free)
The allocation is recorded for tracking purposes but does not generate financial cost. - Type of work: Defines the type of activity associated with the allocation. This field is linked to the Employment Contract Work Types configuration and determines how hours, units, and costs are calculated.
The options are standard by the system:
-
- Teaching Hour (timetable, sessions)
- Invigilation Hour (assessments)
- General Work (any other office work)
- Extra Curriculum Teaching (extra subjects, seminars etc.)
- _Location_: Specifies the _Locations_ associated with the allocation. E.g. agreements/costs may be different per location. Filters out the connected entities related to the work.
- _Grade_: Specifies the _Grades_/programs associated with the allocation. E.g. agreements/costs may be different per program. Filters out the connected entities related to the work.
- _Subject_: Specifies the subject associated with the allocation. E.g. agreements/costs may be different per subject. Used when the allocation refers to teaching or subject-specific activities.
- Hours/Units: Defines the number of hours or units assigned to the allocation, depending on the Type of Work.
- Number of weeks/Quantity: Specifies the duration or repetition of the allocation.
- For time-based activities, it represents the number of weeks.
- For unit-based activities, it represents the quantity of units.
- Step: Defines the step increment used in the calculation of hours or units for the allocation. It represents the frequency or multiplier applied during cost calculations.
- Total number: Displays the calculated total number of hours or units derived from the defined Hours/Units, Number of Weeks/Quantity, and Step values.(auto-calculated)
- Net hour cost: Defines the net cost per hour or unit for the allocation.
- Gross hour cost: Defines the gross cost per hour or unit for the allocation. This value may be calculated automatically if Gross Cost Auto Calculated is enabled in the contract (edit contract > βTotal hours and costβ Tab).
- Total net cost: Displays the total net cost for the allocation, calculated based on the defined hours/units and net hourly cost.
- Total gross cost: Displays the total gross cost for the allocation, calculated based on the defined hours/units and gross hourly cost.
- Locked: Indicates whether the allocation is locked. Locked allocations cannot be edited or deleted, ensuring the integrity of contractual and financial data. Locking privilege exists in the Roles Management.
Printing Contracts
The next step is to print and sign the agreements.
You will find default standard Reports from the system and you can allways ask for your custom report.
Existing Reports can be printed from the _Teacher_ card:
Printing based on the Contracts details added at the currently Active Contract.
