Building staff contract templates

The contract templates section lets you create and manage reusable contract templates for each camp season. Templates standardize contracts across roles or departments while allowing personalization through merge tags.

Written By Dean Maddocks

Last updated 17 days ago

Managing templates

Navigate to Staff > Contract Templates. The templates table shows each contract's name, status (Draft or Published), last edited date, and who edited it.

  • Draft templates are hidden and not available for use until published.

  • Published templates can be selected when sending a contract to a staff member.

Creating and editing a template

Use the rich text editor to build your contract content. The editor includes AI tools for proofreading to help refine your language.

  • Merge tags - use {{ }} brackets to insert dynamic fields that auto-populate with staff details when a contract is generated. This includes merge tags from any fee categories you have set up.

  • Version history - edits are tracked automatically, so you can review changes over time.

  • Save as draft - save your work without making the template available for use.

  • Publish - make the template available for sending contracts.

Recruitment fees

Recruitment fees are managed within the Information tab of each staff profile. You can track agency costs, transport fees, and custom recruitment expenses. Fee types are managed centrally through Fee categories.

For more detail, see the Fee categories article.

Tips

  • Keep one master template per role or department to stay organised.

  • Use merge tags wherever possible to reduce manual edits and errors.

  • Regularly review drafts before each camp season to ensure details are up to date.