🔒 To view or edit contract information, staff will need the View staff contract info or Manage staff contract info permission. These can be found under Settings, then Staff, then Roles and permissions
The Contract section on each staff profile is where you keep track of the key details of a staff member's employment arrangement. To find it, go to a staff member's Profile, then About, then Contract.
From here you can manage:
Custom employee ID
Start and end date
Contracted hours
Time off balance
Employee ID, Start Date and Last Day
These fields help you keep track of the key dates and identifiers for each staff member.
Employee ID: this field is optional, but handy if your setting uses a separate payroll or HR system. It's included in CSV downloads and via the API, making it easier to match records across platforms.
Start date: this is the date the staff profile becomes active. From this date, the staff member will appear in the app and be able to access Famly.
Last day: this marks a staff member's final day at the setting. From this date, they'll no longer appear in your active staff list and will lose access to Famly.
Contracted Hours
Contracted hours give you a reference point for the hours a staff member is expected to work each week. It's optional, but really useful for scheduling, tracking hours, and making sure absence calculations are accurate.
To add a staff member's contracted hours:
Head to their profile from your staff list or using the search function
Scroll down to the About section
Click on Contract, then Edit
Valid from dates
Every contracted hours entry now has a Valid from date, so you can record contract changes accurately, whether they happened in the past, are taking effect now, or are coming up in the future. For example, if a staff member's hours changed in March but weren't updated in Famly until May, you can back-date the entry so the records are correct.
Each version of a contract runs from its Valid from date up to the day before the next version begins. All previous versions are saved and viewable in the contract history, so you always have a full picture of how a staff member's hours have changed over time.
Per-day hours
Rather than setting a single weekly total spread evenly across all working days, you can set specific hours for each day of the week. For example, Monday 8h, Wednesday 7h, Friday 5h30m. This is especially useful for staff with irregular schedules, as it means absence deductions are calculated based on the actual hours for that day rather than an average.
Scheduling a future change
If you know a staff member's hours are changing in the future, you can set this up in advance by clicking on Schedule change and adding a new entry with a future Valid from date. No need to remember to update it on the day.
💡 If you try to edit contracted hours that fall within an already approved or locked period, you'll see a warning and the edit will be blocked. This is to protect the integrity of your records
All changes to contracted hours are tracked in the change log, with a record of what was updated, when, and by whom.
Time Off Balance (TOIL)
The time off balance is where you track any overtime accrued or time off in lieu taken. The balance can be a positive or negative number and is updated manually based on your setting's policy.
You can update it from the Contract section on a staff member's profile in the Time off balance section, or directly from the Staff hours page. It's also visible on the Staff attendance page for reference, and all changes are tracked in the change log.
How Contracted Hours Work with Staff Schedule and Hours
Getting contracted hours set up accurately pays off across the rest of the staff management tools:
Weekly contracted hours show up on the staff schedule as a target, so it's easy to see whether shifts are covering the right amount of time
Scheduled contract updates are reflected in the schedule automatically, so future planning stays accurate
The Staff attendance and Staff hours pages both show contracted hours alongside total hours worked, with the difference highlighted so you can quickly spot who is over or under their target for the week
Contracted hours are included in CSV exports and via the API, making them available for payroll and custom reporting