Managing Staff Contracts and Pay Rates in Florence 📋

This video is going to walk you through the updates to our contracts and pay rates.

So to start off with, I'm going to show you how to add a new starter to your Florence account.

So you just need to click on Add Staff here on your staff page.

You add their personal information here.

Click Save.

Once all personal details are added, you can then upload their contract information.

So currently Hannah has a profile with us, but she's not active with us, so she wouldn't be able to be rostered yet until we add a contract for her.

So we need to just click Add Contract here and then we just follow these steps.

So we would click whether she's permanent or bank, not agency.

So let's say she's permanent, she's being contracted for 40 hours a week, she doesn't get paid breaks.

But if she was we would enable that.

And then we put her contract start date.

So we'll say that she's starting today.

Roles and locations.

So we can then put what role she's working.

So I'm going to say that she is a senior carer, she works at Stoke Newington Nursery.

The pay rate here, these are pay rate codes.

these are linked to the pay rate codes that are set up when you join Florence.

so do speak to your account manager if you have any questions about those.

But most people will have at least one pay rate.

So your primary pay rate, often called your basic.

If you have multiple roles which have different pay rates, you might have a secondary pay rate as well.

So I could put in her pay rate.

These are leave allowances.

They are also set up during implementation.

So we can see here that she has been given a holiday leave allowance and a statutory leave allowance.

Again, if you've got any questions about these leave allowances, do speak to account management because we set these up for you at the start.

But you can still edit them if they were different.

So for example, if you had a worker, who was working a part time week, they might not get the full annual leave allowance.

So you could address this as well and update it here.

and same if someone joins midway through the year maybe, or they've already taken leave on a different system and you're moving it over to Florence.

You can update the remaining leave allowance here as well.

You can also add additional leave allowances too.

So you can set up multiple different leave allowances with us.

So maybe there's an accrued leave allowance allowance to.

But Hannah being permanent we won't add that one on for now.

We're then going to click next.

And this shows the pay entitlements.

So again, these are set up at a company level.

do speak again to Account management or your Implementation manager if you have any questions on these.

But when we, set up your account, we go through any, pay enhancements.

So, for example, time and a half at Christmas overtime rate, specifically for nurses, there's a double bank holiday here.

so maybe we don't need some of these.

She's not a nurse, we'll remove that.

well, maybe, she doesn't get this particular Christmas overtime.

so you can adjust those accordingly.

You can also click Edit.

Maybe she does get a bank holiday double, but maybe it's double time rather than time and a half.

So we can click Save there as well.

And finally, once you've gone through all of those steps, there's a review page so you can check all of those details on the contract, make sure everything looks correct and you can always just go back and edit at that step if you need to as well.

Then you just need to click Create Contract and your contracts will have been created for you here on the page.

As a reminder, you can always check user permissions which are found, on the three dots to make sure that the relevant staff members have access or don't have access to this page.

so if you don't want certain location managers or admins to be able to access contracts and pay rates and make those edits or view pay rate details, you just need to adjust the contract user permission for those users.

So I've now created the contract.

So that means that Hannah can now be rostered, we can add her to shifts on the rota.

We can see that it's active here.

but let's say I've actually made a mistake and I would like to, add Hannah to more locations.

So I just click on Edit, I go to her locations here and I'm going to also allow her to work at Tall Oaks Care Home.

So adding that in means that she can now also work and be rostered at both care homes.

maybe I also realised that she can work multiple roles, so I'm also going to add that she can work carer roles and support worker roles.

Click Done and Save.

If you click into the contract, you can see all of the contract details as well here.

and so this time round I have decided that Hannah's getting a pay rate.

So I'm going to click edit and I'm going to adjust the pay rate.

Done.

and then saving once you've saved it this time.

If Hannah had already been rostered in for certain shifts, we would have created a new contract.

So we would have automatically terminated the last contract and created a new contract here.

So I've just had a review with one of our employees and I have now decided that I want to increase their pay rate.

So I've gone to their contracts page, I've clicked edit, I've gone to their pay rate and I'm going to increase their pay rate.

I click done, review it and save.

you can always check the payroll location or primary location of a worker.

up at the top here.

So what does this mean?

This is where payroll is linked to.

So for example, if Hannah worked at multiple locations, her payroll is always linked to Tal Oaks Care home.

So even if she was to work at, lots of different care homes, her pay and her payroll is always managed by that one primary location.