Workers and contracts

Unit admin

From the employment contract Knuut knows how many hours to plan for a Worker. That is why every Worker should have a contract before the first period is planned.

Adding a new Worker

Where to find it:Employees›New employee

1. Choose Employees on the left and press New employee.
2. Fill in at least the first name, last name, email and unit. The app invitation is later sent to that email.
3. You can tick Add an employment contract now to pick a template, start date and weekly hours in one go.
4. Press Create employee.

Good to know

If you import Workers from a file in one go, no contracts are created. Add them afterwards from each Worker’s own page.

Who still has no contract?

In the employee list, the Employment contracts column shows No contract for Workers with no contract at all. The App account column tells whether the Worker has started using the app.

Adding an employment contract

Where to find it:Employees›the Worker's name›Add employment contract

Open the Worker’s own page by clicking the name in the list. Under contracts, press Add employment contract. The form has three steps.

1. Step 1

   Basics. Pick a template if you have one. Enter the start date. Leave the end date empty if the contract is open-ended. Press Next.

2. Step 2

   Working time. Choose Full time, Part time or Variable hours. For part time you type the weekly hours, for variable hours the minimum and maximum. Check the collective agreement. Press Next.

3. Step 3

   Statutory details. Probation, place of work, job title, pay and the other written terms the Employment Contracts Act asks for. Details from the template are already filled. A field can be left empty and filled in later. Press Save.

Full time, part time or variable?

Working time	Example	Target hours in a 3-week period
Full time	VAKATES, 38 h 20 min a week	115 h
Part time	30 h a week	90 h
Variable hours	0–30 h a week	a range, not one target

Public holidays, agreement days off and planned absences reduce the target under the collective agreement, so the figure can be a little lower in a given period.

The contract in force and missing terms

On the Worker’s page, In force now shows which contract applies today. If written terms are missing, Knuut lists them under Written terms still missing. Fill them in with Edit.

Changing hours, for example partial childcare leave

Where to find it:Employees›the Worker's name›Change hours from a date

When a Worker’s hours change, do not edit the old contract. Press Change hours from a date. That way earlier periods stay as they were and the new hours start on the right day.

1. Enter the day the new hours start.
2. Choose the working time and type the new weekly hours.
3. Choose the reason, for example Partial childcare leave. If the change is temporary, also enter its end date.
4. Press Save the change.

The variable-hours review

The actual hours of a Worker on variable hours must be reviewed at least every 12 months. Knuut reminds you when a review is due or overdue. Once you have done the review, press Mark the review done on the Worker’s page.

Invite to the mobile app

Where to find it:Employees›the three dots on the row›Invite to the mobile app

1. In the employee list, press the three-dot menu at the end of the row.
2. Choose Invite to the mobile app. The Worker gets instructions by email. Once they have signed in, the status changes to Active.