Employment terms

Employment terms group the policies and defaults that apply to employees: time-off policies, allowance policies, work time policies, holiday calendar, and work time norm.

Overview

When you assign an employee to an employment term, they inherit all the policies and defaults configured on that term. This lets you manage rules for groups of employees in one place instead of configuring each employee individually.

An employment term controls:

• Time-off policies — which leave types are available and how balances accrue, are used, and expire
• Allowance policies — allowance entitlements
• Work time policies — constraints on working hours, automatic registrations, and flex balance settlement
• Holiday calendar — which public holidays apply
• Work time norm — the expected weekly working hours

Manage employment terms

1. Go to Settings › Employment Terms
2. Use Add Employment Term to create a new term
3. Use row actions to Edit , Copy , view history, or Delete an existing term

Configure an employment term

Click Add Employment Term or Edit on an existing row to open the term editor.

Basic info

• Name — identify the term (for example, “Full-time” or “Part-time 30h”)
• Description — optional details about the term

Working time

• Work Time Norm — the default expected weekly hours for employees on this term
• Holiday calendar — the calendar used for employees who do not have one set at employment level

Policies

Use the policy sections to assign policies to the term:

Click Save when you are done.

Work time norm

The work time norm determines how many hours per week an employee is expected to work and how those hours are distributed over the days of the week. You can also define norms that span several weeks, for example to handle alternating schedules. The system resolves the norm using three layers, checked in this order:

1. Employment override — a value set directly on an individual employment (highest priority)
2. Employment terms default — the value configured on the term assigned to the employment
3. Workspace standard weekly hours — the organization-wide baseline

The system uses the first value it finds. This means most employees use the terms default, and you only set an employment override for exceptions like part-time contracts.

Set workspace standard weekly hours

This is the full-time baseline for your organization and is used for FTE calculations.

1. Go to Admin › Workspace
2. In the General section, find Standard Weekly Hours
3. Enter the full-time weekly hours (for example, 37:00)

Set terms default norm

1. Go to Settings › Employment Terms
2. Open an existing term or create a new one
3. In Working time, set Work Time Norm
4. Optionally, turn on Custom daily distribution to set different hours for each day of the week
5. Click Save

All employees assigned to this term will use this value unless they have an employment-level override.

Override norm on an individual employment

Use this only when an employee’s weekly hours differ from the terms default.

1. Go to Organization › Employees
2. Open the employee profile
3. In Employments, edit the relevant employment
4. Select the correct Employment Terms
5. In Work Time Norm, set the specific override value
6. Click Done , then Save on the employee profile

Troubleshooting