Contracts in Beam and Their Management
Contracts in Beam have three statuses:
✅ Open: An active contract that is not yet closed. It may have an end date but remains open until explicitly closed.
✅ Closed: A closed and fully settled contract. Any remaining PTO is paid out separately and not carried over to a potential new contract.
✅ Extended: A closed contract that has been continued with a new contract starting the day after the previous contract ends.
? Contract Information Blocks
1️⃣ Contract type, start date, and end date
2️⃣ Contract status (Open, Finalized, Extended)
3️⃣ PTO for the contract period
4️⃣ Closure information
? PTO for the Contract Period
? Accrued Days
The coworker accrues PTO during the current period, displayed as “Acumul”.
? Definition of the current period:
• If the contract started before January 1st, the current calendar year is considered the active period.
• If the contract started after January 1st, the active period begins from that date.
The total accrued days include:
• Days generated during the current period (current year or active contract).
• Days carried over from the previous period (previous year or previous contract).
? Used PTO Days
The number of PTO days already taken by the coworker during the current period or year.
? Closing Information
These details concern remaining PTO days when the contract ends:
• If the contract is “Open” → The coworker can still use their remaining PTO during the current period.
• If the contract is “Extended” → The unused PTO days are carried over to the new contract.
• If the contract is “Finalized” → The unused PTO days are settled and not carried over.
? Closing and Adding a New Contract
? Adding a New Contract
A new contract can be added in two ways:
1️⃣ If the current contract is finalized → Click “Add a contract” (padlock icon closed).
2️⃣ If the current contract is to be extended → Click the green open padlock icon (if an end date already exists).
A confirmation window will appear, asking if the current contract is ready to be closed.
If Yes, a summary of the PTO balance appears, showing:
• Contractual PTO days
• PTO days already used
Two choices are available:
✔️ Finalize the contract → Unused PTO days are paid out.
✔️ Extend the contract → Green button “Coworker continues with another contract”.
? Modifying the Contract End Date
If the end date is missing or incorrect, it must be manually entered in the End Date field.
A prompt will appear, asking whether to close the contract immediately or later.
? Modifying the Closure of a Previous Contract
If a previous contract needs to be modified before adding a new contract, follow these steps:
1️⃣ Delete the current contract by clicking the green cross next to it.
2️⃣ Modify the closure information of the previous contract.
3️⃣ Reassign the current contract after making the necessary changes.
? Important: Always click “Save” at the bottom of the page to apply the changes.
? Additional Contract Options
? Reference Establishment
• Under each contractual period, you can define the primary workplace for the coworker.
• This helps avoid conflicts when calculating weekly working days and hours, especially if the coworker works in multiple locations.
• It also ensures PTO and work schedules respect the holiday calendar of the correct establishment.
? Initial PTO Balance
This field allows you to set an initial PTO balance to adjust the system’s automatic calculation based on contract dates.
? When is an initial balance needed?
• When the company starts using Beam, some coworkers may already have PTO balances (positive or negative) from the previous period.
• Examples:
• If the company starts on Beam on 01/01/N: Some coworkers might still have remaining PTO from 31/12/N-1.
• If the company starts on 01/09/N with a reference period from January to December, Beam will calculate 4 months of work (September to December) and assign 10 PTO days based on 30 days per year.
• You can manually set the actual PTO balance as of 31/08/N, ensuring that PTO calculations from September to December are accurate.
? Automated Import Option:
The company can provide an Excel file with initial PTO balances to the Beam account management team, who can then integrate them into each coworker’s profile.