Renew or End a Staff Contract

Renew closes the current contract as Renewed and opens the next from the day after it ends; End terminates an active contract with a reason and cannot be undone.

For School administrators, HR managers, Directors and proprietors. Updated 2026-10-09.

Overview

Rows that are Active or Expired show Renew for users with the “edit contract” permission (Administrators and HR Managers); Active rows also show End. Renew opens a modal saying the new contract starts the day after the old end date (or today if there was none).

Choose the Contract type, a New end date (not needed for Permanent) and Monthly salary (defaults to the previous salary). The old contract becomes Renewed and a new Active contract is created, linked to it, keeping title and staff member.

A contract that was already renewed cannot be renewed again ("This contract has already been renewed."), and only Active or recently Expired contracts are eligible. End contract asks for a Reason of at least 3 characters and warns that it cannot be undone; the status becomes Ended (TERMINATED) and the reason is appended to the contract notes.

Only an Active contract can be ended or edited ("Only an active contract can be ended."). Renewals and terminations are recorded in the audit log. Directors see contracts but have no Renew or End buttons.

Before you start

Steps

  1. Open Contracts and filter by Expiring in 60 days or Expired
  2. Select Renew on the row
  3. Pick the contract type, new end date and salary, then select Renew
  4. To terminate, select End, enter the reason and select End contract

Common problems

Renew button is missing

It shows only for Active or Expired contracts and for users with the “edit contract” permission. Renewed or Ended contracts cannot be renewed again.

The contract has already been renewed

Find the newer Active contract for the same person and renew or edit that one.

End contract is disabled

A reason of at least 3 characters is required.

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