Staff Profile: Contract

In the contract section of the staff profile, you can easily manage key employment details to ensure your records are up-to-date and accurate.

This area allows you to view, edit, and update essential information such as setting an employee as a leaver, adding or modifying contract details, updating the "Reports To" contact, and entering details like notice periods, previous company history, or retirement dates.  

Explore our Quick Links! 

• Setting a Leaver/ Undo a Leaver
• Completing an Internal Transfer
• Adding/ Updating Contract Details 
• Working Patterns
• Updating/Reassign the Team Members "Reports To" contact  
• Notice Period, Previous Company, Retirement Date , Right to Work Share Code

 

Setting a Leaver/ Undo a Leaver 

 

Completing an Internal Transfer

This process is covered in detail in a separate article. Internal transfers allow you to move an employee from one site, department, or role to another within your organisation whilst maintaining their employment history.

What you'll find in the full article:

• Step-by-step process for completing an internal transfer
• How transfers affect contract details, leave balances, and probation periods
• Whether to create a new profile or update the existing one
• How start date vs original start date is handled

➡️ Read the full Internal Transfer article here

Quick reference: Internal transfers preserve the employee's original start date (their very first start date with the organisation) whilst updating their current contract start date to reflect the new role or site.

 

 

Adding/ Updating Contract Details 

Depending on the contract type select you may see additional fields appear in this area. 

• Start Date: This date reflects when the team member started with their current site or in their current role. This information auto-populates based on:
  • When the team member was uploaded during initial Alkimii installation, or
  • When the team member was onboarded through Alkimii, or
  • When they were promoted through a career path
• Original Start Date: This field shows the employee's very first start date with your organisation. It will appear blank unless:
  • The employee has been promoted through a career path, or
  • The employee is an internal transfer from another site/department
• Contract Type: This is populated based on the information added when the team member was onboarded through Alkimii or from their career path. 
  • Depending on which contract type you select, additional fields may appear. For example, fixed-term contracts will show an end date field. 
• Contracted sites may be visible if the team member was added as agency staff. This means they can work across multiple sites within your organisation rather than being assigned to a single location. This is useful for covering staff shortages across locations or for employees who prefer flexible working across multiple venues.

For more information on contract types within Alkimii ➡️ Read here 

For FAQs on the Work Experience contract ➡️ Read here 

 

Working Patterns

This process is covered in detail in a separate article. Working patterns allow you to define regular, expected shift patterns for individual team members. This ensures compliance with agreed contracts, supports flexible arrangements, and helps reduce rostering errors.

What you'll find in the full article:

• Step-by-step guide to adding working patterns (by week, by number of days, or days on/off)
• How warnings appear in the roster when scheduling outside the pattern
• How working patterns affect holiday balance accruals and leave requests

➡️ Read the full Working Patterns guide here

 

Updating/Reassigning the Team Member's "Reports To" Contact

The "Reports To" field ensures a clear line management structure and streamlined approval processes. In Alkimii, this field directs annual leave requests, assigns check-ins, and determines who receives notifications about the employee's probation, performance, and other key milestones.

How it works:

• Reports To (primary): This is the employee's main line manager who will receive and approve their leave requests, conduct check-ins, and be notified of important updates.
• Reports To (additional): This is a secondary manager who can share the approval workflow. This is particularly useful in hospitality where the primary manager works different shifts or may be unavailable.

To add or update: 

💡 Please note: If "Report To Notifications" has been enabled for your site, managers will be automatically notified of any new starters assigned to them and receive updates when an employee's probation period is coming to an end.

Common scenarios:

• Primary manager leaves or changes role: Update the "Reports To" field immediately to ensure leave requests and approvals aren't delayed. Any pending approvals will remain with the previous manager until processed.
• Temporary cover (e.g., manager on holiday or maternity leave): Add or update the "Reports To (additional)" field with the temporary cover manager rather than changing the primary manager.
• Shared management responsibility: Both the primary and additional managers receive notifications and can approve requests. However, the primary manager is considered the main point of contact for HR processes and formal documentation.
  
  

Other

Notice Period

The notice period can be added or edited using the dropdown menu. These timeframes can be configured within the App Settings if you have the permission level. 

Previous Company

If applicable, you can add details of the employee's previous employer in this free text field. This is useful for maintaining continuous service records or tracking career history.

Retirement Date

If known and applicable, you can set the employee's planned retirement date. This helps with succession planning and workforce forecasting.

Right To Work Share Code (UK Only)

For UK sites, you can record an employee's Right to Work share code in this section. A share code is a digital code that proves someone has the right to work in the UK.

What is a share code? A share code is a unique 9-character code (e.g., ABC123DEF)

Using this field

• If an employee provides you with their Right to Work share code, you can enter it in this field along with the date it was verified. This information will be stored in Alkimii for your records.

⚠️ Please note: If the employee has physical visa documentation instead of a share code, record their visa details in the Personal Information section under "Visa" (UK specific) - click here to learn more.