Managing contract extensions and renewals helps you keep candidate placement records accurate in Vincere.
This article explains the difference between extensions and renewals, shows you how to apply each one, and covers how to handle temporary placements that need to be converted into permanent roles.
⚠ Important: You can only extend or renew active placements. If a placement is no longer active, you must create a new job and place the candidate again.
Manage Contract Extensions and Renewals
Use this section to decide whether you need a contract extension or a contract renewal.
Action | When to use | What changes |
Contract extension | You need to add more days to a contract at the same rate. | Only the end date changes. |
Contract renewal | You need to add more days to a contract at a different rate. | The end date and rates can change. |
📌 Note: If you extend or renew a temporary contract and later convert it to a permanent role, you must use the most recent active placement record for the conversion.
Extend a Contract Placement
Use an extension when the contract continues with the same rates.
Go to the Placement table view in Vincere, then select the placement you want to extend.
Click the End Date field, then choose a new future date from the calendar.
The placement is now extended to the new end date, and the rates stay the same.
Renew a Contract Placement
Use a renewal when the contract continues with different rates.
Open the relevant Placement in Vincere.
Click Actions, then click Renew Contract.
Enter the new rates for the renewal period.
Review the renewal details, then save the changes to complete the renewal.
The placement is now renewed with updated rates for the new period.
Manage Temporary Extensions Before Permanent Conversion
If you need to extend a temporary contract before converting it to a permanent role, you have two options.
Option 1: Update the End Date on the Current Placement
Use this when the terms stay the same and you just need more time.
Open the temporary placement you want to extend.
Click the End Date field, then select a new end date that covers the additional period.
This option keeps everything in a single placement record and avoids extra records.
Option 2: Create a New Placement for the Extension
Use this when you want to track contract stages separately or when the terms of the extension differ from the original contract.
Open the existing temporary placement and confirm the current end date and terms.
Create a new placement (renewed or extended) for the additional period, using the updated terms if needed.
Use the new placement record to manage the extended period going forward.
📌 Note: When you later convert the role to permanent, you must use the active or latest (renewed) placement that corresponds to the final extension period.
Create a New Job for an Inactive Placement
If the placement is no longer active, you cannot extend or renew it. Instead, create a new job and a new placement.
Go to Quick Add a Job, then click Copy Job.
Use Copy Job to duplicate the original job details.
Update any job information if needed, then save the new job.
Place the candidate into the newly created job.
This keeps your records accurate and clearly shows each separate period of work for the candidate.
Convert a Temporary Placement to a Permanent Placement
Once the temporary contract (including any extensions or renewals) is ready to be converted into a permanent role, follow these steps.
Locate the placement that matches the most recent extension or renewal for the temporary role.
Open this placement and confirm that it is active and has the correct end date and terms.
From the active placement, use the conversion option in Vincere to convert the placement to a permanent role.
Review the permanent placement details, then save to complete the conversion.
⚠ Important: If you try to convert an outdated or expired placement, you may see errors and the conversion will not complete successfully.
Best Practices
Always use the most recent active placement record when converting a temporary role to a permanent placement.
Double-check the placement status before extending, renewing, or converting to make sure it is active.
If you run into conversion issues, check whether a new placement record was created for an extension or renewal and use that record instead.
Keep extensions and renewals consistent with how you want to report and track work history for each candidate.