Add an Artist Contract

Modified on Tue, 11 Jun at 12:30 PM

Artist Contracts are used to configure the working hours and day rates of Artists, for specific time periods. As the Artist's rates (and therefore your costs) change over time, Contracts allow you to keep a record of historical Day Rates (and working hours), providing a valuable reference over time. It also means your Project costs (therefore P&L) forecasting will as accurate as possible.

Contracts define the Artists default Start / End Times, Lunch Start / End Times and Day Rates for Regular, Overtime and Weekend time. 'Overtime' is defined as hours worked on week days outside of the Start / End Time. 'Weekend' time is hours worked on weekends. This comprehensive approach streamlines Contract management, making it more efficient and tailored to the specific needs of artists.

Please Note: You cannot have overlapping contract dates, the system will not allow you to create a new Contract with the same time period as an existing Contract.

To Add an Artist Contract:

Open Resource > Contracts tab
Click Add to create new Contract
Complete Contract Details
Add the default Working Hours for the Contract (optional)
Add Rates using either:
- Day Rates: (Use if the Artist has their own specific rates)
- Rate Card Rates: (Use if you prefer to inherit Costs from the Rate Card)
  1. Choose Rate Card, Tier (if enabled) and Service to inherit Costs from
  2. Lock Rates to prevent Rates from updating when the Rate Card is updated
Select an option to Update Jobs that are scheduled within the Contract Date period (more information below)

Contract fields:

Contract Details	Depot	Contract Type Depot: defaults to the Resource Cost Centre
	Type	See Contract Types
	Currency	Currency of the Day Rates
	Start Date	The start of the Contractual agreement
	End Date	The end of the Contractual agreement (can be excluded for an open-ended Contract)
Working Hours	Start Time	The default regular working hours of Resource, used to determine Overtime. Displays in Artist Access calendar. If omitted, defaults to the system global start and end times.
	End Time
	Lunch Start Time	If entered, Lunch times will be excluded from Service Actuals, ensuring Clients do not pay for time spent on lunch
	Lunch End Time
Day Rates	Regular Day Rate	(If using Rate Card Rates, Staff Cost will be pulled from Rate Card)
	Overtime Day Rate	(If using Rate Card Rates, Overtime Rate will be calculated using multipliers from Contract Type)
	Weekend Day Rate	(If using Rate Card Rates, Weekend Rate will be calculated using multipliers from Contract Type)
Rate Card Rates	Rate Card	Optional: Select Rate Card to obtain Cost from
	Tier	Staff Tier 1/2/3
	Service	Shows available Services configured for this Resource, used to obtain costs from Rate Card
	Lock Rates	To fix Day Rates. ie when set to Yes, will not update when Rate Card is updated
	Update Jobs	Nothing	Does not update Jobs in the Contract Period
		Rates	Costs will be updated on associated Jobs in the Contract Period (Sent To Accounts Jobs will not be affected)
		Times (& Rates)	Actual Hours and Costs will be updated on associated Jobs in the Contract Period (Completed Jobs will not be affected)
	Action	Edit	Edit an existing Contract
		Save	Saves Contract and updates any associated Jobs, depending on option chosen in Update Jobs (see above)
		Delete	Deletes Contracts (does not updated associated Jobs)

Please Note: Required sections/fields of the Contract are shown in bold