Contracts and renewals

Contracts and renewals shows which employment contracts need a decision, which probation reviews are due, and which employee documents are expiring. Open it from the sidebar: People & HR → Contracts. You need the privilege to manage HR employees, attendance and leave (hr.manage).

Summary cards and tabs

At the top, four cards count what is coming up: contracts ending in 30 and 60 days, probation ending soon, and employee documents expiring. The numbers use the agency’s timezone.

Three tabs open different tables:

• Renewals due — fixed-term contracts that need a renewal decision before they end.
• Probation reviews — people still on probation whose review date is approaching.
• Expiring documents — National IDs, passports, permits, and similar records with an expiry date on file.

Choose Reminder settings in the page header to change when automatic reminders go out and who receives them.

Renewals due

Each row shows the employee, contract type, end date, which reminder offsets already went out (green when sent, grey when not), and the decision status.

• Pending — no decision yet. Choose Decide to pick renew, extend, or do not renew.
• Overdue — the notice deadline has passed without a decision. The row also shows Fixed term · overdue decision, and administrators are told once, whatever the reminder settings say.
• After a decision, Open shows the decide screen in read-only mode with what was recorded.

From the list you can also open Extend contract or Do not renew dialogs when a row is selected through the decide flow.

Decide on a contract

The decide screen explains the current contract, which reminders were sent, and the recommendations. Recommendations shows the line manager and HR side by side, for example Renew next to Renew · 1 year. Choose Add HR recommendation to save HR’s view: renew (with a term in months if you want) or do not renew, and an optional note. HR keeps one recommendation; saving again replaces it. An Attendance card shows Outside-zone punches: N this month, or No punch data when AgencyOS has no check-ins for the person. When the decision is overdue, a banner says how many days late it is and that Admin is also asked.

1. Renew — creates a new contract version starting the day after the current end. Continue opens the renew form.
2. Extend — keeps the same contract but pushes the end date. You enter the reason and whether to notify the employee.
3. Do not renew — records that employment will end on the current end date and starts the notice process.

If a decision was already saved, the screen shows who decided, when, and any note, without the choice cards.

Renew a contract

Renewing prepares the next version (for example v2 → v3). The running contract stays active until the new start date; a daily job switches versions on that date.

You set contract type (fixed term or open-ended), dates, notice period, renewal reminder offsets, an optional note, and optionally upload a signed PDF, JPG, or PNG up to 10 MB. Salary fields appear only when your role may view or edit salary.

The summary side explains what will happen next, including the real term label (for example one year, eighteen months, or open-ended).

Probation reviews

The probation tab lists people whose probation end date is in scope. Manager review shows whether feedback was submitted.

Choose Review to confirm employment, extend probation (with a new end date after the current one), or end employment. You can notify the employee when you save.

When employment is confirmed after probation, annual leave eligibility unlocks on the day after probation ends, or immediately if that date has already passed.

Expiring documents

Rows list each employee document on file with an expiry date. Status shows whether it is expired or due soon.

Choose Request new to ask the employee for an updated file. Pick the document type and due date, edit the message if you want, and choose whether to remind them before the due date and whether to copy their line manager. They receive a notification; when they upload the right document type later, the request is marked fulfilled.

You can also manage documents from the employee profile Documents card: add, replace, or delete files there.

Reminder settings

Reminder offsets are whole days before the contract end date (or probation end for probation contracts). You need at least one offset; duplicates are not allowed.

Choose who is notified: people with hr.manage, agency administrators, the employee’s line manager, and optionally the employee (off by default). Pick channels: in-app, push (stored for later; not delivered until push is available), and email.

The scope card shows the global default offsets, then any branch, employee, or probation overrides. Add override lets you set different offsets for a specific branch, named employee, or all probation contracts.

Save settings writes everything at once. Cancel returns to the contracts list without saving.

History and permissions

Each employee profile includes a Contract history card with past versions and downloads when a file was stored. Concurrent edits return an error; refresh and try again if someone else changed the same contract.

Line managers can submit recommendations through the API; there is no separate manager workspace screen for that yet. HR adds its own recommendation on the decide screen.