Custom file for the employment terms information duty
Appfront builds software for employers who need to show exactly which information about employment terms they have provided to each employee. For each employee: what was provided, in which version and when, which information is still missing, and what must be provided when an employment condition changes. Requests from employees, for example for more predictable work, are recorded together with the response and the deadline.
What is a record for the employment terms information obligation?
Since the Transparent and Predictable Working Conditions Act came into force in 2022, employers must inform employees more extensively about their working conditions: including how pay is structured, leave, how the employment contract can end, and, where working hours vary, when work can be scheduled. Employees can also request more predictable work, and the employer must respond within a set period.
Many employers already hold this information, spread across the contract, the collective labour agreement, the staff handbook and the payslip. But it is difficult to show which employee has received what, and when. A new employee gets the contract, but the rest arrives later or not at all. A change to the rostering rules is not passed on to everyone. A request for more predictable work arrives by email, and the deadline passes.
We build custom solutions because employers differ: how many employees and contract types you have, which collective agreement applies, what information you already provide and how, and which HR system and payroll administration you use. What the law requires of you precisely, and within which deadlines, is for you to determine with your lawyer or HR adviser; the software records what you provide and monitors the deadlines you set.
Recorded per employee
What information each employee has received, in which version and when, with the evidence attached.
Deadlines monitored
A signal when information is missing or a deadline is approaching, at onboarding and on a change.
Requests with responses
Employee requests recorded with the response, the reasoning and the deadline.
How we build your record for the employment terms information obligation
We start with your position as an employer: how many employees, which contracts and collective agreement, what information you currently provide, and how.
Your employees, contract types, collective agreement, existing documents and systems.
The information you provide, in templates with versions.
What has been provided to each employee, and signals when information is missing.
Requests with a response and deadline, integrations, and ongoing maintenance afterwards.
What a record for the employment terms information obligation actually does
The components below apply to almost every employer. Which ones you need depends on your employees.
Employees
Employees with their contract and terms of employment.
Templates
The information you provide, with versions.
Provision
What has been provided to each employee, and when.
Alerts
Missing information and approaching deadlines.
Changes
Provision to those affected by a change.
Requests
Requests with responses, reasoning and deadlines.
For whom we build a record for the employment terms information obligation
The software is intended for employers with many employees or high turnover.
Staffing agencies
Many new employees each week. Provision at start is the core need.
Care and cleaning
Variable rosters. Information on working hours matters most.
Hospitality and retail
Many on-call workers. Handling requests is what is needed.
Payroll administration
Multiple employers. An overview per employer is the core need.
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This page covers the file for the employment conditions information obligation. For HR software, see our page on an HR Office integration and a Buddee integration, and for notification obligations for foreign staff, our page on A1 and notification registration. You can read about how we work under building software.
If you also want to track when documents need to be removed from the personnel file, have a look at our software for personnel file retention periods.
Why choose Appfront for your terms of employment information obligation file?
An employer who cannot show what an employee has received is in a weaker position in a dispute. That is where we focus: a record per employee of what has been provided, deadlines that are monitored, and requests with a documented response.
Demonstrable
What has been provided to each employee, and when.
Nothing overlooked
Alerts at the start and on changes.
Requests handled on time
Every request receives a response within the deadline.
Security and privacy for a terms of employment information obligation file
The software holds employee data and their terms of employment, which is confidential personal data. Access is set by role, an employee sees only their own data, and every change is logged.
The software runs in a European data centre, with encrypted storage, daily back-ups and sign-in with a second factor.
Frequently asked questions about a terms of employment information obligation file
Questions HR departments ask before getting started.
It records, per employee, which terms of employment information has been provided, in which version and when, flags what is missing and which deadlines are approaching, provides information when terms change, and records employee requests along with the response.
The Dutch Transparent and Predictable Working Conditions Act has extended the information obligation, including information on pay, leave, the end of the employment contract and working hours. Your lawyer or HR adviser can confirm what applies to your organisation.
The law sets deadlines, which can differ by type of information. You record the deadlines that apply to you, and the software monitors them per employee and gives an alert before they expire.
A request is recorded with the date, the response, the reasoning and the deadline within which a reply must be given. This shows that every request was answered on time and with justification.
The software shows which employees the change applies to and provides them with the new information, recording when this happened. That way, it is not only new employees who receive the new version.
Yes, if that system has an interface. Employees, contracts and changes come from your HR system or payroll administration, so nothing is entered twice.
Check that first. Many HR systems have an employee file with documents, and that may be enough. Custom makes sense if you want to see per employee what has been issued and when, keep track of deadlines, or manage information for multiple employers.
Demonstrably provided per employee?
Tell us how many employees you have, which contract types you use and which systems you work with. We will show you what the file, the alerts and the requests look like.