# Staff Contracted Hours

Source: https://docs.astalty.com.au/guide/scheduling/setup/workers/staff-contracted-hours

> Set each worker's award, classification, base rate, employment basis, agreed hours and allowance entitlements.

Scheduling add-on - This feature requires the Scheduling add-on, which is available on Astalty Premium. See How to enable Scheduling.

## Overview

Employment details record the worker's contract dates, employment basis, weekly hours, award and pay settings. Astalty uses them for scheduling checks, costing and award interpretation.

You need the **Manage HR Details for Users** permission to create or update these details.

![The Update User Permissions drawer for an Admin, listing Available Permission Changes with Can manage HR details for users ticked and highlighted.](https://docs.astalty.com.au/assets/image1-1757911157.png)

See [Roles and Permissions](https://docs.astalty.com.au/guide/users/roles-permissions) for more information about assigning permissions.

To add employment details:

1. Open the user's profile and select **HR & Payroll**.
2. Under **Current Employment Details**, select **Create**.
3. Enter the required details, then select **Create**. The fields include:
   - **Award** - Which award's pay rules apply to this worker (see [Award](#award) below).
   - **Start Date** and **End Date**
   - **Employment Basis** - Full Time, Part Time, or Casual.
   - **Weekly Hours** - Used to store contracted hours.
   - **Maximum Weekly Hours** - An optional weekly limit, such as a visa work restriction (see [Maximum Weekly Hours](#maximum-weekly-hours) below).
   - **Entitled to First Aid Allowance** - This will be factored into Timesheet Batches (SCHADS Award contracts only).

![A Support Worker's HR & Payroll page, where the Current Employment Details card reads No current employment details and an arrow points to its highlighted Create button, beside View All Employment Details.](https://docs.astalty.com.au/assets/contracts-1.png)

![The Add Employment Details drawer with Award set to SCHADS Award, Start Date 02/02/2026, no End Date, Employment Basis set to Casual, Weekly Hours set to 20 and an empty Maximum Weekly Hours field, with the fields highlighted and an arrow pointing to Create.](https://docs.astalty.com.au/assets/contract-2.png)

On **Schedule**, weekly hours let you compare a Support Worker's rostered hours with their contracted hours.

![The Schedule in Week view grouped by Support Worker for 2 to 8 November 2026, with Alexzander Nader's name highlighted showing 12.8 / 15 hrs, their scheduled hours against contracted weekly hours.](https://docs.astalty.com.au/assets/contracted-hours-1.png)

## Maximum Weekly Hours

Employment details include an optional **Maximum Weekly Hours** field, for a limit such as a visa work restriction. Unlike **Weekly Hours**, which only raises a [Contracted Hours](https://docs.astalty.com.au/guide/scheduling/scheduling-award-alerts#contracted-hours) alert for part-time workers, Maximum Weekly Hours applies to full-time, part-time and casual contracts alike.

On a fortnightly pay period, Astalty checks the worker's scheduled hours against **twice** this figure, not the weekly figure itself.

[Maximum Hours](https://docs.astalty.com.au/guide/scheduling/scheduling-award-alerts#maximum-hours) flags a roster that goes over this limit; set its behaviour (Disabled, Warn Only or Prevent Selection) in **Settings > Scheduling**.

![The Edit Employment Details drawer with an arrow pointing to the highlighted Maximum Weekly Hours field, set to 24 hours, and its helper text about visa work restrictions and fortnightly pay periods.](https://docs.astalty.com.au/assets/staff-contracted-hours-maximum-weekly-hours.png)

## Award

Employment details include an **Award** field, which determines which award's pay rules are applied to the worker's shifts for interpretation, costing and scheduling alerts. [Payroll platform differences](https://docs.astalty.com.au/guide/setup-pay-groups-and-employees-in-astalty#which-system-calculates-pay) determine whether payroll receives interpreted pay lines or timesheet records.

Choose from:

- **SCHADS Award**: the default for new contracts. Selecting it shows a **SCHADS Classification** field, which includes [home care classifications](https://docs.astalty.com.au/guide/scheduling/scheduling-faq/schads-interpretations-in-astalty#home-care-classifications) for disability and aged care work. See [SCHADS Interpretations in Astalty](https://docs.astalty.com.au/guide/scheduling/scheduling-faq/schads-interpretations-in-astalty).
- **Nurses Award**: for nursing staff. Selecting it shows a **Nurses Classification** field: pick the worker's classification and pay point. See [Nurses Award Interpretations in Astalty](https://docs.astalty.com.au/guide/scheduling/scheduling-faq/nurses-award-interpretations-in-astalty).
- **Aged Care Award**: for personal care and general services staff in residential aged care. Selecting it shows an **Aged Care Classification** field. See [Aged Care Award Interpretations in Astalty](https://docs.astalty.com.au/guide/scheduling/scheduling-faq/aged-care-award-interpretations-in-astalty).
- **Health Professionals Award**: for allied health professionals and the support services staff who work with them. Selecting it shows the **Health Professionals Classification** and **Practice Type** fields, and the [Cleaner in a Private Medical Practice](#cleaner-in-a-private-medical-practice) switch for a private practice. See [Health Professionals Award Interpretations in Astalty](https://docs.astalty.com.au/guide/scheduling/scheduling-faq/health-professionals-award-interpretations-in-astalty).

![The Edit Employment Details form with the Award field highlighted and set to Nurses Award, above the Nurses Classification field showing Registered nurse level 1 (pay point 1) and the Base Hourly Rate field.](https://docs.astalty.com.au/assets/nurses-award-contract-award-field.png)

Fields that only exist under SCHADS (the **SCHADS Overtime Stream**, **Entitled to First Aid Allowance** and **Minimum Break Near a Sleepover**) are hidden on a contract under any other award.

## Maintaining Award Rates

The **Base Hourly Rate** is an optional hourly amount for Astalty costing, before casual loading and other penalties. Choosing or re-selecting a classification leaves this field unchanged.

| Base Hourly Rate | Costing behaviour                                                                               |
| ---------------- | ----------------------------------------------------------------------------------------------- |
| Blank            | Uses the selected classification's loaded rate for the pay period's start date                  |
| A saved amount   | Uses that amount, including an imported or above-award rate; it does not increase automatically |

Reclassified Health Professionals contracts have a [retained-rate exception](https://docs.astalty.com.au/guide/scheduling/scheduling-faq/health-professionals-award-interpretations-in-astalty#october-2026-classifications-and-retained-rates): costing cannot fall below the applicable classification minimum while a previous classification is recorded.

After an Annual Wage Review, work-value increase or other rate change:

1. Confirm the correct classification and effective pay period against the [Fair Work award list](https://www.fairwork.gov.au/employment-conditions/awards/awards-summary).
2. Review the **Base Hourly Rate**. Keep or update an intentional override. If a saved amount should instead follow the award schedule, clear it and check the classification before saving. Re-selecting the classification alone does not remove the amount.
3. Update the rate in your payroll system separately. Xero uses its own pay items and employee template; Astalty does not update them.
4. Compare the next affected pay period in the Award Pay Report and payroll. Check allowance rates as well as wages.

Classification lists show the rate loaded for today. That may differ from the rate applicable to a historical or future pay period. Do not overwrite an earlier period's rate without checking the effect on historical costing. Astalty uses one selected contract for an interpretation period; changes part-way through a period need manual review.

Older contracts may still contain a rate copied from their original classification. A rate hint does not change that saved amount. Check each contract rather than assuming an old copied rate has been cleared.

Missing historical rates must not be treated as zero pay. Verify the applicable rate and historical rules before relying on an older estimate. Also check the [missing-rate limitation in multi-period cost reports](https://docs.astalty.com.au/guide/scheduling/scheduling-costs#check-rates-before-relying-on-costs).

Astalty's rate schedules are not a live Fair Work feed. Check the [temporary SCHADS/Aged Care vehicle rate](https://docs.astalty.com.au/guide/scheduling/scheduling-costs#temporary-vehicle-rate) and [October 2026 Health Professionals transition](https://docs.astalty.com.au/guide/scheduling/scheduling-faq/health-professionals-award-interpretations-in-astalty#october-2026-classifications-and-retained-rates), including the changes you must make separately in payroll.

## Max Ordinary Hours Per Shift

For SCHADS, record the applicable ordinary-hours arrangement:

| Option                               | Effect                                                                                                                     |
| ------------------------------------ | -------------------------------------------------------------------------------------------------------------------------- |
| **8 hours - Award default**          | Uses an eight-hour ordinary cap                                                                                            |
| **10 hours - By agreement**          | Uses a ten-hour cap where the employee has agreed                                                                          |
| **12 hours - Sleepover shifts only** | Allows up to twelve combined ordinary hours around a qualifying sleepover, by agreement; other shifts remain capped at ten |

The June 2026 sleepover rules also limit ordinary work to eight hours on either side. Choosing an option does not create the required agreement. Check the [SCHADS rules](https://docs.astalty.com.au/guide/scheduling/scheduling-faq/schads-interpretations-in-astalty#ordinary-hours-and-overtime) and do not assume this field overrides another award's limits.

## Minimum Break Near a Sleepover

Employment details include a **Minimum Break Near a Sleepover** field, which records the rest period the worker has agreed to where a break sits directly before or after a sleepover shift.

Under the SCHADS Award the minimum break between shifts is **10 hours**. The only reduction the Award allows is to **8 hours by agreement**, and only where the break is **next to a sleepover** (clause 25.4(b)). A break between ordinary shifts always requires the full 10 hours - this field does not change that.

Choose from:

- **10 hours - Award default** - no 8-hour agreement is in place; breaks next to sleepovers also require 10 hours.
- **8 hours - By agreement** - the worker has agreed to a reduced 8-hour break where it adjoins a sleepover.

When you edit a worker's employment details, the field defaults to **10 hours - Award default**. Select **8 hours - By agreement** only where that arrangement is in place for the worker.

![The Edit Employment Details drawer with the Minimum Break Near a Sleepover dropdown highlighted and open, showing the options 10 hours - Award default and 8 hours - By agreement.](https://docs.astalty.com.au/assets/minimum-break-between-shifts-1-guide.png)

Scheduling alerts use this setting. If a worker is set to **8 hours - By agreement**, a compliant 8-hour break beside a sleepover no longer triggers a false [Minimum Break alert](https://docs.astalty.com.au/guide/scheduling/scheduling-award-alerts#minimum-break).

## SCHADS Overtime Stream

Employment details include a **SCHADS Overtime Stream** field. It sets the first Monday to Saturday overtime band, the minimum engagement for part-time and casual employees, and whether the Award's broken shift rules apply.

Choose from:

- **Disability services & home care**: the default for new contracts, and the only stream for a home care classification. Choosing a home care **SCHADS Classification** sets this stream and locks the field. The first overtime band is **2 hours** (paid at the first overtime rate) before the higher overtime rate applies, for all employees. Part-time and casual employees have a **2-hour** minimum engagement. Broken shift rules apply.
- **Social, community & crisis accommodation**: for **full-time** employees the first overtime band is **3 hours**. Part-time and casual employees keep the 2-hour overtime band and have a **3-hour** minimum engagement. Broken shift rules, including the Broken Shift Allowance, do not apply.

![Employment details with the home care classification Level 3 Qualified, Home Care Aged Care selected and the SCHADS Overtime Stream locked to Disability services & home care](https://docs.astalty.com.au/assets/schads-contract-home-care-overtime-stream.png)

Set this to match the stream the employee is engaged under. For more detail, see [SCHADS Overtime Stream](https://docs.astalty.com.au/guide/scheduling/scheduling-faq/schads-interpretations-in-astalty#schads-overtime-stream) in SCHADS Interpretations in Astalty.

## Cleaner in a Private Medical Practice

Health Professionals Award employment details include a **Cleaner in a Private Medical Practice** switch. It appears when the **Practice Type** is **Private medical, dental or physio practice**, and is off by default.

Under the award, a casual employee's minimum engagement is 3 hours (clause 11.2). A cleaner employed in a private medical practice has a 2-hour minimum instead (clause 11.3).

- **Turn it on** for each casual cleaner working in a private medical practice.
- **Leave it off** for cleaners in dental, physiotherapy and other allied health practices. Clause 11.3 covers medical practices only, so their minimum stays at 3 hours.

With the switch on, Astalty checks the worker's casual engagements against 2 hours instead of 3. Adjoining shifts and travel can form one engagement; see [Minimum Engagement](https://docs.astalty.com.au/guide/scheduling/scheduling-award-alerts#minimum-engagement). The switch has no effect on a part-time or full-time contract, which has no minimum engagement under this award. Saving the contract under another award, or with the **Practice Type** set to **General**, turns it off.

The worker must still be paid for at least the minimum engagement. Astalty pays a short shift up to the minimum only when [**Pay Award Minimum Engagement**](https://docs.astalty.com.au/guide/scheduling/scheduling-award-alerts#pay-award-minimum-engagement) is on. Otherwise Astalty calculates pay from the approved hours only and does not top the shift up. The setting is not available when your payroll platform is Employment Hero, PayCat or QuickBooks Payroll.

> **Astalty never turns this switch on for you**
>
> Astalty cannot tell a cleaner apart from other support services staff by classification or practice type, so the switch stays off on every contract, including ones already set up, until you turn it on. Turn it on in the employment details of each casual cleaner in a private medical practice.

## Making Changes to Contracts

While editing Contracts is not generally recommended, there may be occasions where changes are required, such as correcting an error.

To edit a Contract:

1. Open the User's **HR & Payroll** menu and select **Edit** in the **Current Employment Details** section.

![A user's HR & Payroll page with HR & Payroll highlighted in the side menu and an arrow pointing to the highlighted Edit button on the Current Employment Details card, beside Actions.](https://docs.astalty.com.au/assets/contract-changes-1.png)

2. Make the required changes, then click **Update** to save.

![The Edit Employment Details drawer with the Start Date, End Date, Employment Basis and Weekly Hours fields highlighted, End Date changed to 31/10/2026, and an arrow pointing to Update.](https://docs.astalty.com.au/assets/contract-changes-2.png)

If a staff member's employment type is changing (for example, from **Casual** to **Part Time**), it is recommended to end the existing Contract and create a new one rather than editing the current Contract.

To do this:

1. Click on **Edit** for the current Contract.
2. Update the **End Date**, and click **Update**.
3. Select **Actions** > **View All Employment Details** (a button of its own when no employment details are current) to see a list of all historical Contracts. From this page, you can open and edit previous Contracts if required. Contracts can also be deleted, although this is not recommended.

![A user's HR & Payroll page with HR & Payroll highlighted in the side menu and the Actions menu on the Current Employment Details card open, with an arrow pointing to the highlighted View All Employment Details option.](https://docs.astalty.com.au/assets/new-contracts-1.png)

![The Employment Details page for a user, with the three-dot menu on a contract highlighted and open, and arrows pointing to its Edit and Delete options.](https://docs.astalty.com.au/assets/new-contracts-3.png)

4. To create a new Contract, click **Add Employment Details**, enter the relevant details, and then click **Create**.

![The Employment Details page for a user listing one Casual contract, with an arrow pointing to the highlighted Add Employment Details button at the top right.](https://docs.astalty.com.au/assets/new-contracts-2.png)

![The Employment Details list showing two contracts, a Casual contract from February 2nd, 2026 to October 31st, 2026 and an ongoing Part Time contract starting November 1st, 2026, each with a three-dot menu.](https://docs.astalty.com.au/assets/staff-contracts-guide.png)

The active Contract will always be displayed on the User's **HR & Payroll** page. All Contracts are listed on the **View All Employment Details** page.