Contract Policies

What is a contract policy

A contract policy captures the terms of your work arrangement -- cancellation notice requirements, cancellation fees, and payment terms. By saving these as templates, you avoid re-entering the same terms for every shift and ensure your invoices reflect the correct due dates automatically.

Creating a contract policy

1. Navigate to the Templates page from the sidebar.
2. Click Add Contract Policy.
3. Fill in the details:
   • Name -- a descriptive label (e.g., "Standard Terms", "Agency X Policy").
   • Cancellation notice period -- how much advance notice is required to cancel without penalty (e.g., 24 hours, 48 hours).
   • Cancellation fee structure -- what you charge if a shift is cancelled late (flat fee, percentage of the shift rate, etc.).
   • Payment terms -- when payment is due after invoicing (e.g., Net 30, Due Upon Receipt).
   • Minimum hours -- any guaranteed minimum hours or other conditions.
4. Click Save to create the contract policy.

Assigning contract policies

Like rate cards, contract policies can be assigned at two levels:

• On a facility -- set a default contract policy on a facility so it applies to all shifts there automatically.
• On a shift -- override the facility default by choosing a different policy for a specific shift.

Cancellation warnings

When you delete or cancel a shift that has a contract policy, ReliefBooks checks whether you're within the cancellation notice period. If so, it warns you about potential cancellation fees so you can make an informed decision before proceeding.

Payment terms on invoices

When you create an invoice for a facility with a contract policy, the payment due date is automatically calculated based on the policy's payment terms. For example, if the policy specifies Net 30, the due date is set to 30 days after the invoice date. You can always adjust the due date manually if needed.

Editing and deleting

Click on any contract policy to update its details. Changes don't affect existing shifts or invoices retroactively -- only future assignments that use the policy will pick up the updated terms.