Contracts and contract types

Contracts record how each person works for you — full time, part time, on call or as a sub-contractor — from when, until when, and in what role. The contract type also decides whether the person earns annual leave. Contract types is the list of types your company uses; Contracts is every individual contract.

Where to find it

Menu: HR › Contracts · Address: hub.siteconnect.ai/employees/contractsMenu: HR › Contract types · Address: hub.siteconnect.ai/employees/contract-typesWho can use it: Admins by default. Other roles need the Contracts permission (for contracts and job titles) or the Contract types permission, with view, create, edit or delete rights — see Roles and permissions.

Contract types

The built-in types

New workspaces come with four types:

Type	Employment status	Earns annual leave
Full time	Permanent	Yes
Part time	Permanent	Yes
Call on service	Permanent	Yes
Sub-contractor	Contractor	No

These are core types: you can rename them and change their description or template, but not their code or employment status, and they can't be deleted. A lock icon marks them in the list.

Add a contract type

1. Go to HR › Contract types and select Add contract type.
2. Fill in:
   • Contract type name * — for example Seasonal labourer.
   • Code — a short code. It's also used to number contracts of this type automatically.
   • Employment status * — what this type means for the person's record, such as Permanent, Contractor, Probation, Internship, Specialist or Seasonal. Only Permanent types earn annual leave.
   • Description — optional.
   • Google Docs template — optional; see Print contracts from a template.
3. Select Create new. You can then add Accompanying documents — other forms that go with this contract type, each with a code and name — and select Save & Close.

Use the views at the top of the list — All, In use and No template attached — or filter by Employment status, Status and Document templates. To delete a type you added, select the bin icon on its row.

Print contracts from a template

Each contract type can be linked to a Google Docs template. When you print a contract, Site Connect copies the template and fills in the employee's details.

1. Connect Google first — see Integrations. Until you do, Choose from Drive tells you Google Drive isn't connected, and exports can't be created.
2. On the contract type, paste the template's link or ID into Google Docs template, or select Choose from Drive.
3. Open Variables available in the template to see the placeholders you can type into the Google Doc, in the form {{variable_name}}. Click a variable to copy it.

Contracts

Find a contract

The Employment contracts list shows each contract's employee, contract number (with an Appendix badge for appendices), type, job title, signed date, expiry date with the days remaining, salary, who created it, any attached file and contract images, and its status.

Switch between views at the top:

• Active — contracts in force.
• Expiring soon — active contracts ending in the next 30 days. Rows ending within 30 days are tinted yellow everywhere.
• Overdue, unhandled — contracts whose end date has passed but haven't been renewed or ended. These rows are tinted red and labelled Expired — not handled.
• Expired, Missing scan (no file attached yet), Appendix and All.

Use Search employees, contract codes, job titles... or add filters for Status, Contract type, Document type, Employee, Created by, Expiring within (30, 60 or 90 days), Signed date, Expiry date and Department.

Statuses are Valid, Expired, Terminated and Renewed.

Add a contract

1. Select Add contract. The Add employment contract form opens.
2. Choose the Employee *.
3. Choose the Contract type *. The Contract number fills in automatically from the type's code (you can change it), and Employment status shows what the type means.
4. Set the Signed date * and the Expiry date, or tick Open-ended for a contract with no end date. The form shows the length of the term as you go.
5. Set the Job title — tick Position change to enter a new one.
6. Enter Old salary (filled in from the previous contract) and New salary if you track pay on contracts. The form shows the difference.
7. Optionally choose a Reason (for example New hire, Renewal or Promotion) and add Notes.
8. Optionally attach the signed contract under 📎 Attach contract (PDF, images) — PDF, image or Word files up to 50 MB.
9. Select Create contract.

The employee's employment status is updated to match the contract type. You can also add a contract from the person's employee record with Add contract.

Change a job title or pay without a new contract

On the person's employee record, add an appendix to their current contract. An appendix changes the job title and/or salary from its effective date, without changing the contract's term.

Edit, print or delete a contract

Each row has buttons on the right:

• Export contract (printer) — choose the contract type template, add optional notes, and select Export & Print. Site Connect creates a filled-in copy of the Google Docs template and opens it in a new tab. If the type has no template yet, the dialog tells you so.
• Print history — every export of this contract, with a link to open each document.
• Edit — change the contract's details.
• The bin icon deletes the contract after you confirm.

Select the images count in the Contract images column to view a contract's photos page by page.

Import contracts from Excel

Use this to load existing contracts in bulk.

1. Select Import Excel.
2. Step 1/3 — Select file: select Download Excel template (it includes an instructions sheet and your current contract types), fill it in and choose the file (.xlsx, .xls or .csv). Each row needs:
   • Employee identification — email (best), employee code or phone number.
   • Contract type — a code or name from your contract types.
   • Start date — in the date format shown in the dialog.
3. Select Review data. Step 2/3 shows what each row will do — Create new, Renewal, Appendix, Existing (already there, skipped) or Error — and nothing is saved yet. Renewals move the person's current contract to Renewed; check the Changes / Skip reason column before you continue.
4. Untick any rows you don't want and select Import n selected rows.
5. Step 3/3 — Results shows what was imported, skipped and failed. Download failed/skipped rows (CSV) gives you the rows to fix, and Undo this import puts everything back the way it was. Select Complete to finish.

The file carries contract details only. Attach scans or photos to each contract afterwards — the Missing scan view lists the ones still missing.

Good to know

• The contract type on a person's current contract decides whether they earn annual leave. Only Permanent types do — see Annual leave.
• Job titles you type on contracts are added to the job title list.
• When you add an employee, their first contract is created in the same form.

Related

• Employees
• Job titles
• Annual leave
• Integrations