For many companies, as well as their direct employees, they may also have others who are not employees but whose information they wish to store in Natural HR such as contractors, volunteers and so on.
Contractors can be added as an employee which will use a full license but, depending on your use case, you may be able to opt for a contractor license which is available at a lower cost.
A contractor license allows you to store details about a person including their contact information, pay information, documents and notes but, crucially, you cannot:
- access them in any modules (i.e. you cannot add time off, timesheets, expenses, training and so on for them)
- add a manager, approver, start date, leave date etc against them
- give them any system access via self service
Below is a table which lists the main differences between an employee and contractor license - for the purposes of the below, we are comparing a Contractor license to that of an Enterprise Employee license.
|Employee license||Contractor license|
|Store personal information||YES||YES|
|Store pay rate||YES||YES|
|Store diversity information||YES||YES|
|Store Contractor documents||YES||YES|
|Store Contractor notes||YES||YES|
|Report in report builder||YES||YES|
|Self service access||YES||NO|
|Add time off, timesheets, training, expenses etc||YES||NO|
|Trigger workflow against||YES||NO|
|Use in custom form||YES||NO|
|Store emergency contact information||YES||NO|
|Add custom fields||YES||NO|
|Record manager, approver etc||YES||NO|
|Record start date, leave date, probationary date etc||YES||NO|
|Process via payroll||YES||NO|
|Store bank information||YES||NO|
I need to store more information than a contractor license allows, but still need to differentiate between my contractors and employees?
If you have contractors where you need to be able to store things like their manager, add training or give them access to Natural HR, then you can add these using a normal employee license, giving you access to all the functionality in the table above.
When you add a contractor like this, you will most likely want to have a way of distinguish between employees and contractors, you can do this using the 'Job status' field by going to
Administration > HR > Data management > Job status
This field allows you to enter custom values for your organisation - you could have one for full time, part time and then contractor for example.
Once this is done, when adding or changing an employee you can assign them to this Job status.
This means that when you run a report, for example, you can filter on contractors (along with any other fields) giving you the ability to view data including or excluding contractors as and when required.
Alternatively, you could identify them as a contractor by adding an employee custom field, click here for more information on employee custom fields.