Employment contracts, templates, batches, and renewals

Templates, rate groups, bulk assignment, e-sign, renewals, and employee contract records.

Written By Campsite

Last updated About 1 month ago

Employment contracts

Templates, rate groups, bulk assignment, e-sign, renewals, and employee contract records.

This guide is the detailed Campsite help article for this topic. It is written for UK employers and people teams using a branded organisation workspace such as {org}.camp-site.co.uk.

CampSite employment contracts cover the full lifecycle: templates and types, issue to new hires or existing staff, bulk annual renewals, finance rate reviews that feed templates only, variations, fixed-term flags, and offboarding handoff.

Contracts workspace

Open Contracts in the sidebar (/hr/contracts).

AreaWhat it is for
HomeQueues for pending signatures, fixed-term flags, batches, and regular-hours reviews
TemplatesVersioned contract wording (separate from offer letters)
TypesEmployment contract presets (Permanent, Fixed-term, Zero-hours, Casual) plus hours caps and restrictions
BatchesBulk assign by rate group and venue, with signed / pending / overdue tracking
Rate groupsPay rates tagged by employment contract type; updates template defaults only

Conditional offer letters stay under Hiring → Documents. Employment contracts live in the Contracts workspace.

Job listings and recruitment requests use the same employment contract types (Permanent, Fixed-term, Zero-hours, Casual). That is separate from full-time / part-time hours on the employee record for payroll.

Hiring and employee issue

  • New hire: After a conditional offer is signed, send the employment contract from the job pipeline (same underlying contract record).
  • Existing staff: Open the employee file → Contracts tab → Issue contract. Staff sign via the secure email link (same signing URL as hires, without the candidate pipeline chrome). Employer counter-sign completes dual signature when required.
  • Bulk: Create a batch filtered by rate group and venue, review or exclude members, then send for e-signature together. Send creates a personalised contract and signing email for each included member.
  • TUPE / early exit: From the employee Contracts tab, import transferred terms (flagged for legal review) or end a fixed-term early with a clawback check before offboarding.

Signed contracts are locked. Corrections use a variation or amendment (never edit the original).

Finance rate review

Use Create job contract groups on Rate groups to add Permanent, Fixed-term, Zero-hours, and Casual groups, then approve a rate with an effective date. That updates template defaults for future issues and renewals. Existing signed contracts keep the rate frozen at signing time for audit.

During the contract

From the employee Contracts tab you can:

  • Raise a formal hours-change request, then agree and issue a variation for re-sign
  • Issue a variation (hours or role change) or move rate group mid-year
  • Issue an amendment (error correction)
  • Renew or convert fixed-term to permanent (notice period recalculated from continuous service using UK statutory rules with a four-week floor; continuous service preserved)
  • Fold renewals and conversions into an upcoming bulk draft when dates and rate/venue align
  • Flag regular-hours reviews for the Contracts home queue. Cron also flags zero-hours/casual staff using approved timesheets first, then rota shifts, then a 12-week tenure fallback. Each flag opens a guaranteed-hours review request
  • Non-renew a fixed-term contract (ends as end of fixed term and opens the offboarding checklist)
  • Complete offboarding: RTW/DBS documents are marked archived on the employee file, access revoke archives the HR profile via the leaver lifecycle, and clawback is flagged when early exit detects a clawback clause

Annual bulk renewal

Create a batch with a recurrence trigger date. Staff are notified ahead of the date that the current approved rate will apply. On the trigger date, cron creates a new batch with matching members (including fixed-term staff ending in the same window). Turn on Auto-send on trigger if you want contracts issued and emailed immediately; leave it off to review a draft first.

Tips

  • Keep offer letters and employment contracts as separate templates.
  • Align renewals with your academic or financial year using batch recurrence where configured.
  • Pay elements and payroll stay separate from contract sign; set pay in Finance after hire when needed.

Before you contact support

  1. Confirm you are signed in on the correct organisation URL ({org}.camp-site.co.uk).
  2. Refresh after a recent role or permission change.
  3. Check whether a colleague with the same role can see the same controls.
  4. Capture the page URL and any error text if you still need help.