Create Staff Contracts and Track Expiry
The Contracts page (Staff & HR) records permanent, fixed term, probation and casual contracts, shows summary tiles and automatically marks expired ones.
For School administrators, HR managers, Directors and proprietors. Updated 2026-10-09.
Overview
Open Contracts in the Staff & HR section of the sidebar; it needs the HR feature and the “view contract” permission, and is shown to Administrators, HR Managers and Directors. The top tiles show Active, Expiring in 60 days, Expired and Staff without a contract.
New contract (the “add contract” permission, Administrators and HR Managers) asks for Staff member, Job title (at least 2 characters), Contract type (Permanent, Fixed term, Probation or Casual), Starts, Ends (required unless Permanent), Monthly salary (GHS) and Notes.
A non-permanent contract needs an end date after the start ("A contract that is not permanent needs an end date."; "The end date must be after the start date."). Only one contract can be Active per person ("This person already has an active contract. Renew or end it first.").
The list filters are All, Active, Expiring in 60 days, Expired, Renewed and Ended, with search by staff name or title, 15 per page; rows show type, period, salary and status with "N days left" in amber when 60 days or fewer remain. Contracts whose end date has passed become Expired automatically the next time the list or summary loads.
Only staff members of the school can be chosen ("Staff member not found" otherwise).
Before you start
- The HR feature is enabled
- The “add contract” permission to add; the “view contract” permission to view
- The person is a staff member of the school
Steps
- Open Staff & HR > Contracts
- Select New contract
- Choose the staff member, enter title, type, dates and salary
- Select Save contract
- Use the filter chips such as Expiring in 60 days to plan renewals
Common problems
This person already has an active contract
Renew or end the existing contract first, then create the new one.
A contract that is not permanent needs an end date
Fixed term, Probation and Casual contracts need an end date after the start date.
A contract shows Expired though I did not change it
Contracts past their end date are marked Expired automatically. Use Renew to continue the employment.