Employee-Specific Contracts in Frappe HRMS

[kalungia]

Is your feature request related to a problem? Please describe.

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Describe the solution you'd like

Summary

Currently, Frappe HRMS manages contracts in a way that is more suited for company-wide agreements rather than individual employee contracts. This makes it difficult for HR teams to manage specific employment terms, payroll integrations, contract renewals, and other employee-related agreements efficiently.

This feature request proposes an Employee Contracts module that allows organizations to manage employment agreements on a per-employee basis, with detailed contract records, payroll integration, digital signing support, and renewal management.

Proposed Features & Enhancements

1. Employee-Specific Contracts Management
Every employee should have a dedicated contract that outlines key details such as:

Employee Name
Contract Start Date & End Date
Job Position
Salary Structure & Compensation Details
Working Schedule
Department Assignment
Contract Type (Permanent, Temporary, Seasonal, Full-Time, Part-Time etc...)
Contracts should be mandatory for payroll processing. Without an active contract(in settings), an employee cannot be paid.

2. Contract Templates & Automation
Create predefined contract templates based on job positions and salary structures.
When an employee is hired, the system should auto-populate a contract based on the selected job position and salary structure.
HR teams should be able to modify or update contract templates as needed.
3. Contract Status & Dashboard View
HR should have a dashboard that displays all employee contracts in different states:

Active: Running contracts that are currently valid.
Expiring Soon: Contracts that require renewal within a defined period (e.g., 30 days).
Expired: Contracts that have ended and need attention.
Terminated: Manually closed contracts.
Contracts should have filters & search options to quickly find specific employee agreements.

4. Payroll & Compensation Integration
Contracts should be linked with Payroll, ensuring that:
Salaries are automatically calculated based on contract terms.
Compensation structure, including bonuses and deductions, follows the contract.
Work hours & overtime payments are correctly handled based on the working schedule in the contract.
5. Working Schedules & Attendance Integration
HR should define standard working schedules that employees follow.

The contract should specify if work hours are tracked using:

Fixed working schedules
Attendance records (if the Attendances module is installed)
Shift Planning (if a scheduling module is used)
If an employee's contract is linked to Attendance tracking, the system should verify that they meet contractual obligations before payroll processing.

6. Digital Signing & Document Management
Contracts should allow digital signatures for employee agreements.
Integration with a Document Management System (DMS) to:
Store signed contracts.
Provide a revision history for contract updates.
Ensure compliance by tracking signed agreements.

7. Contract Renewal & Notifications
System should send automated reminders to HR and employees for expiring contracts.
HR should be able to extend or renew a contract with updated terms (e.g., salary increment, new responsibilities).
A contract renewal history should be maintained for reference.

8. Customizable Salary Structures & Benefits
Contracts should allow customization of salary structures based on:
Fixed salary
Hourly pay
Commission-based pay
Additional contract fields should include:
Yearly Cost (Real): Estimated yearly cost to the company.
Monthly Cost (Real): Monthly payroll calculation based on contract terms.

9. Employee-Specific Contract Attachments & Notes
Attach relevant files such as:
Offer letters
Signed agreements
Work permits (for international employees)
Include a notes section for HR to track contract-related remarks.
Use Case & Benefits
Better Compliance & Record-Keeping

Ensures that each employee has a valid, signed contract.
Provides easy access to contract history & updates.
Seamless Payroll Processing

Avoids manual salary calculations by linking payroll to contracts.
Ensures that only active employees with valid contracts are paid.
Improved HR Efficiency

HR teams can easily track and manage contracts via a structured dashboard.
Reduces administrative burden through contract automation & templates.
Transparency for Employees

Employees can access their contracts via a self-service portal.
Digital signing ensures agreements are formally documented.
Additional Context
Many modern HRMS systems (including other open-source solutions) have employee-specific contract management, ensuring that employment terms are clearly defined and payroll processes are automated.

This feature would be a significant enhancement for Frappe HRMS, making it more robust for organizations that require detailed contract management.

I would love to hear thoughts and feedback from the community!

Describe the alternatives you've considered

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Additional context

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