In this article, you will learn how to manage employees with multiple contracts. It explains how to reactivate an employment after termination, create additional employments, and understand what multiple employments mean for you, your employees, and payroll specialists.
What multiple employments make possible
In project b., it is possible to create and manage multiple contracts (employments) for a single person. Typical use cases include:
consecutive employments within the same company, e.g., after an employee leaves and is later rehired;
parallel employments within one company or across multiple legal entities;
employments in subsidiaries or partner companies, e.g., in holding structures;
Benefits for employees
Employees with multiple employments only need one account and one email address to manage all their contracts. They receive one central login and can access all employment-related data and documents in one place.
When switching between contracts, login details and the sign-in process remain the same. Employees can therefore switch easily between their different employments.
Benefits for HR admins
For multiple contracts within the same company, you can reuse existing master data instead of re-entering it. Historical employments remain clearly traceable without the need to maintain multiple separate profiles.
Create an additional employment for an existing employee
Requirement: You want to create an additional employment for a person who is already known in the system within the same company.
Create a new employment within the same company
If an employment already exists within the same company, the existing master data is loaded automatically.
The assignment is based on the email address. Therefore, use the same email address as before.
Proceed as follows:
Open the “New employees” menu in the main navigation menu on the left.
Click the “Create new employee” button in the top-right corner.
Choose how the master data should be collected:
“Request data from employee” if the person should review and complete their master data;
“Enter data manually” if you want to enter all information yourself;
4. Enter the employee’s email address.
Once identified via email, the system automatically fills in the master data. You start right with the contract details. The Personal Data was prefilled by the system.
Reactivate or rehire employees
Requirement: You want to rehire a person who has previously left the company and reactivate their existing profile.
Find archived employments
In the left-hand menu, open the “People” menu. Then switch to the “Archived” tab. There you will see all employments whose contracts ended in the past.
Reactivate the profile and employment
Select the relevant employment by clicking it in the list.
In the employee profile, switch to the “Employment” tab.
Click “View details” and then select “Reactivate profile.”
To confirm the action, you must enter the employee’s full name in the dialog window.
The employment has now been reactivated and the profile appears as active again. You should now update the relevant contract details as needed.
If the profile does not immediately appear as active, reload the page.
Pay particular attention to:
Contract type (fixed-term or permanent)
Contract start date
Contract end date (if applicable)
Job title
Probation period
Salary / wage
Additional notes on multiple employments
In various menus and functions, you will see indications that a person has multiple contracts within the same company.
You can identify multiple employments, for example, in the following places:
In the dropdown menu within the “Employment” tab if multiple contracts are selectable;
When creating an absence and selecting the relevant employment;
In the “Documents” section, e.g., through notes like “2 IDs” when multiple contracts exist
What employees see with multiple employments
Employees with multiple employments can see all active and past employments within a single account.
For documents, absences, and other information, they can switch between employments as needed. This allows them to keep track of contracts, payslips, and other documents without having to log in multiple times.
In the desktop view, they can switch between active or past employments using the menu on the left.
On mobile devices, employees can switch between employments using the round button at the top, provided that multiple employments are recorded in project b.
Limitations and data protection
To comply with data protection regulations, the following applies:
Multiple employments of an employee across different companies cannot be indicated or linked. This also applies to holding structures with sister or subsidiary companies.
Employees must always personally confirm their personal data during the master data collection process.
At present, multiple contracts within sister or subsidiary companies are not displayed for HR admins. However, employees still benefit from using a single account for multiple employments.